Submitting your GSA proposal is just the start. Following up effectively can boost your chances of success while avoiding common pitfalls. Here’s a quick summary of what you need to do:

• Confirm Submission Receipt: Ensure your proposal was received by checking for confirmation emails or tracking numbers. Follow up if you don’t get one within 24-48 hours.
• Track Procurement Milestones: Monitor key stages like initial reviews, evaluations, and award decisions. Use a milestone calendar to stay organized and adapt to changes.
• Engage with the Contracting Officer (CO): Build a professional relationship with your CO. Communicate clearly, respond promptly, and document every interaction.
• Prepare for Clarifications: Anticipate questions about your proposal and involve subject matter experts to craft accurate, easy-to-understand responses.
• Monitor Award Notifications: Check platforms like SAM.gov and your email daily for updates. Respond quickly to award notices or debriefing opportunities.

After You Submit The Bid | Government Contracting

Confirm Submission Receipt

After submitting your GSA proposal, it’s important to confirm that it was successfully received. This ensures your submission is properly recorded and allows you to address any potential technical hiccups early on.

Verify Receipt

Once your proposal is submitted, check your email for a confirmation. Most government portals send an automatic email that includes a unique tracking number, a submission timestamp, and other key details. Save this email – print it, take a screenshot of the portal, and securely store your tracking numbers. If you submitted physical documents through a courier, hold onto the courier receipt as proof of delivery.

If you don’t receive a confirmation email within a few hours, take action. Reach out to the contracting officer. For electronic submissions, enable read receipts or request other forms of electronic proof. If needed, ask the relevant government personnel for documentation confirming receipt.

It’s also a good idea to assign someone from your team to monitor the portal daily. Look for status updates like "Received", "Validated", or "Under Review". This way, you can quickly catch and address any issues or changes in status.

Finally, review the agency’s timelines to stay in sync with their processes and plan your follow-ups accordingly.

Understand Confirmation Timelines

Government agencies typically confirm receipt within 24 to 48 hours. If you don’t hear back within that window, follow up promptly. Knowing these timelines helps you stay proactive – delays in confirmation should be addressed as soon as possible.

Sometimes agencies may contact you for clarification on the scope, timeline, budget, or other details. They might even request revised documents or additional data. When this happens, respond quickly – ideally within 24 to 48 hours – to showcase your professionalism. Submitting your proposal early can provide a helpful buffer to handle any unexpected delays or technical issues.

Track Procurement Milestones

Keeping tabs on procurement milestones is a smart way to stay ahead in the process. Knowing exactly where your proposal stands allows you to prepare for the next steps and respond promptly when required. To make this work, you’ll need to identify and schedule each critical milestone.

Identify Key Milestones

The procurement process involves several important stages that require close attention. These typically include initial review, clarification requests, evaluations, and award decisions. Each stage comes with unique requirements and timelines that could influence the outcome of your proposal.

For example, the General Services Administration (GSA) aims to review offers within 120 days, though this timeframe isn’t guaranteed. On average, receiving a GSA contract award can take anywhere from 6 to 12 months. However, if you’re pursuing an Information Technology contract, the FASt Lane program can speed things up, potentially resulting in an award in as little as 3 to 6 months.

Here’s a quick breakdown of the major stages:

• Initial Review: Contracting officers verify that your proposal meets basic requirements and submission guidelines. This is the stage where technical issues or missing documents are often flagged.
• Evaluation Phase: A deeper dive into your technical approach, pricing structure, and past performance.
• Award Decision: The final step where the contracting officer selects a winning proposal and begins contract negotiations.

By tracking these milestones, you can quickly spot delays or risks and address them before they escalate.

Maintain a Milestone Calendar

Once you’ve identified the key milestones, the next step is to create a centralized system to track them. A milestone calendar is an excellent tool for managing resources and mitigating risks. This calendar should include tasks, timelines, dependencies, resources, milestones, and contingencies.

Start by noting key solicitation dates and updating your calendar as soon as you receive new information from the contracting officer or government portals.

Since government procurement timelines can shift due to factors like budget cycles, staffing changes, or policy updates, it’s essential to build flexibility into your schedule. Contingency plans will help you adapt to these changes without losing momentum.

As the process unfolds, monitor and adjust your schedule regularly. Keep stakeholders informed of any updates, ensuring everyone stays on the same page. This alignment is especially important for scheduling clarification calls or fulfilling additional document requests.

Anticipate risks and prepare contingency strategies to keep things on track. For instance, if you know certain team members will be unavailable during critical evaluation periods, secure backup resources in advance. This level of preparation not only ensures professionalism but also keeps the momentum going strong.

Engage with the Contracting Officer

Once you’ve confirmed and tracked your proposal submission, the next step is engaging with your contracting officer (CO). Building a solid relationship with your CO is essential for navigating the post-submission process smoothly.

Best Practices for Communication

When it comes to interacting with contracting officers, a thoughtful approach is critical. You want to maintain professionalism while being persistent enough to stay on their radar.

• Verify submission receipt. Follow up with your CO to ensure your proposal was received without any transmission or formatting issues. This step demonstrates your attention to detail.
• Be clear and concise. Use plain, straightforward language in your emails. Focus on relevant questions about the solicitation to show your preparedness and understanding, but avoid overloading them with unnecessary inquiries.
• Maintain regular contact. Reaching out quarterly keeps you visible and informed about upcoming opportunities. Sharing a brief capability statement during these touchpoints can highlight your company’s strengths and past successes.
• Respond quickly. Timely replies to requests or communications show your reliability and commitment, which can positively influence your chances of securing a contract.
• Stay professional and respectful. Contracting officers juggle multiple vendors and tight deadlines. A positive attitude, even in difficult situations, can help you stand out and build rapport.
• Ensure accessibility. Make sure your CO knows how to reach you or your designated point of contact. Providing backup contacts ensures you’re always in the loop and responsive to agency needs.

Equally important, after every interaction, document the details to keep a clear record of your communications.

Document Correspondence

Keeping detailed records of all interactions with your contracting officer is not just good practice – it’s essential. Proper documentation protects your interests, helps resolve potential disputes, and serves as a valuable resource for future proposals.

• Log every interaction. Record details from emails, phone calls, and any change orders. For phone conversations, jot down the date, time, participants, and key points immediately after the call.
• Track follow-ups and response times. Include timestamps, any required actions, and how quickly responses were made. This information can be critical for addressing issues or clarifying misunderstandings.
• Summarize key updates for your team. After significant conversations, create concise summaries that outline important decisions, timeline adjustments, or new requirements. This ensures everyone on your team is on the same page.
• Organize records chronologically. A well-structured system makes it easy to retrieve information when responding to clarification requests or preparing for future opportunities.

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Internal Review and Documentation

Strong internal documentation is the backbone of effective proposal management. By keeping detailed records, your team stays aligned and ready to respond to any developments. These records not only streamline your process but also ensure you’re prepared for future interactions with contracting officers.

Log Submission Details

Every submission you make should leave a clear paper trail, serving as both an audit record and a resource for future reference. Be thorough in capturing all critical elements of your submission. This includes:

• Submission date and time
• Confirmation numbers provided by the government system
• Solicitation number tied to the proposal
• Team members involved in the process

These details should be logged in your CRM or tracking system for easy access. Additionally, keep a record of all interactions with government personnel. Note the dates, times, participants, and key points discussed during each exchange. If you receive clarification requests, document the questions, your responses, and any associated deadlines. This habit not only ensures compliance with government timelines but also provides a clear reference for any follow-up.

Update Records Regularly

Accurate, up-to-date records are essential for quick decision-making and smooth operations. Set a regular schedule to review and update your tracking system. During these updates, include new submissions, status changes, and any recent developments.

The importance of maintaining current records is underscored by the 2021 HICX Supplier Experience Survey, which revealed that 64% of respondents identified supplier communication as a major challenge, with onboarding delays ranging from 15 to 28 days. This highlights just how vital clear and updated documentation can be.

When working with a team, shared digital workspaces are invaluable. They ensure everyone has access to the latest information and eliminate confusion. Use your logged submission details to guide your regular updates and establish clear protocols for record-keeping.

Don’t overlook security. Regular audits can help protect sensitive information by ensuring it’s stored securely and accessible only to authorized team members. As Louis Gerstner, former chairman of IBM, wisely stated:

"People do what you inspect, not what you expect".

This serves as a reminder that consistent oversight is key to maintaining strong documentation practices.

Prepare for Clarifications or Requests

Government contracting officers often request additional details or clarifications after reviewing proposals. Being prepared can make the evaluation process smoother and help you avoid missed opportunities. How you prepare now directly impacts how quickly and professionally you can respond when questions arise.

Anticipate Questions

Take a critical look at your proposal and identify areas that might prompt questions. This proactive step ensures you can respond swiftly and accurately when clarifications are requested.

Focus on sections that might confuse evaluators, such as those involving technical details, pricing structures, or implementation timelines. Look for ambiguities, overly complex explanations, or assumptions about the reader’s knowledge. For instance, technical specifications or cost breakdowns often require extra attention to ensure clarity.

According to FAR 15.306, clarifications are designed to help agencies better understand your proposal without allowing you to revise it. The regulation specifies:

"Clarifications are limited exchanges between the agency and offerors that may occur when contract award without discussions is contemplated; an agency may, but is not required to, engage in clarifications that give offerors an opportunity to clarify certain aspects of proposals or to resolve minor or clerical errors".

By understanding this rule, you can craft responses that clarify your existing submission without introducing new information.

To prepare, create a list of potential concerns for each major section of your proposal. Pay special attention to areas where you’ve proposed new solutions, made cost assumptions, or highlighted past performance that might need further explanation. This exercise often uncovers gaps or areas that could benefit from clearer communication during the clarification process.

Once you’ve identified these areas, bring in your technical experts for further refinement.

Engage Subject Matter Experts

After pinpointing potential clarification points, involve your subject matter experts (SMEs) to ensure precise and accurate responses. While SMEs often excel in their technical fields, they may need guidance to communicate effectively in the context of proposals.

Start by briefing your SMEs early. Clearly define their roles and responsibilities, and prepare them for both written and verbal responses. Emphasize how their expertise directly supports winning the contract, particularly for technically complex solutions. Make sure they understand the evaluation timeline and their availability during this critical period.

As Claire Whelan from VisibleThread explains:

"Effective proposal writing requires a lot of thought and a good process. When you write a response to an RFP (request for proposal), you’re aiming to convince readers that you understand their business problem and can provide a solution".

This same principle applies to clarification responses. SMEs must present technical concepts in a way that government evaluators can easily understand.

To streamline the process, create a knowledge base of past responses. This repository should include technical explanations, methodologies, and standard practices your company uses. It saves time and ensures consistency across various proposals and clarification requests.

Limit SME briefings to only the relevant sections of the solicitation and proposal. This focused approach minimizes their time commitment while helping them prepare more effectively. Additionally, consider conducting mock clarification sessions to practice potential questions. These sessions help SMEs articulate complex ideas in straightforward language that evaluators can grasp. Many SMEs are more comfortable explaining concepts verbally than drafting formal responses, so these rehearsals can be invaluable.

Assign roles to make the process seamless: SMEs provide the technical details, while a proposal writer translates those details into clear, compliant responses. This collaboration ensures that your responses are both professional and easy to understand.

Lastly, keep your SMEs informed about key evaluation dates and deadlines. Their availability during this time can be crucial to meeting tight deadlines for clarification requests.

Monitor for Award Notifications

Staying on top of award notifications is crucial during the evaluation period. Missing a notification can delay your contract start or cause you to miss important deadlines. Government agencies use various channels to share results, so consistently checking the right sources ensures you don’t miss critical updates.

Where to Check Notifications

Award notifications typically come through a few key channels. Email is the primary method for initial communication, while official government portals also play a significant role.

SAM.gov, the federal contracting hub, is one of the most important platforms to monitor. Beyond listing contract opportunities, it tracks contractor performance and contract data, making it essential for staying updated on your submission status. Make it a habit to check the email linked to your SAM.gov account daily, and consider setting filters for .gov domains to prioritize these updates.

Another valuable resource is the OASIS+ Interact Community, where the GSA posts updates alongside SAM.gov. By subscribing to the IAE Interact Community, you’ll receive timely news about system changes and program updates.

Finally, direct communication from contracting officers is the most definitive source of information. According to the GSA:

"If your business is awarded the contract, you’ll be notified by the contracting officer of the award and provided an official start date. If your business isn’t awarded the contract, you’ll be notified and provided with information on how to request a debriefing".

To avoid missing any updates, establish a daily routine. Check SAM.gov, your email, and relevant platforms at the same time each day during business hours. Keeping a simple log of when you last reviewed each source can help you stay organized and ensure no critical notifications slip through.

Post-Award Actions

Once you receive an award notification, time-sensitive steps come into play to ensure a smooth transition into contract work. Responding promptly – within 24 hours – shows professionalism and sets the tone for your relationship with the contracting officer. Even if you need more time to review the contract details, acknowledge receipt of the notification immediately.

After confirming the award, review key details such as the start date, initial deliverables, and primary points of contact. Assign roles for contract management right away and implement an administrative plan that includes delivery schedules, work plans, and milestones. Regular status meetings and escalation protocols can help maintain clear communication with government personnel.

From day one, keep detailed records by creating a centralized repository for all contract-related documents, correspondence, and reports. These records are essential for tracking progress, managing changes, and ensuring compliance during periodic reviews.

Prepare for the unexpected by setting up procedures to handle changes or disputes quickly. Document any modifications through formal change control processes to avoid confusion later. Addressing risks or issues as they arise helps prevent them from escalating.

If your submission is unsuccessful, request a debriefing to understand the evaluation results and identify areas for improvement. Submit this request to the contracting officer within three days of receiving the exclusion notice. The feedback from these debriefings can be invaluable for refining future proposals.

To streamline the post-award phase, consider using contract management systems. These tools centralize key information, automate routine tasks, and help you track milestones, manage documentation, and stay on top of deadlines. By following these steps, you can ensure a seamless transition into contract performance while setting the stage for long-term success.

Conclusion

A well-structured follow-up process transforms your GSA submission into more than just paperwork – it becomes a professional and credible engagement. By using a checklist, you ensure no critical steps are overlooked, which could otherwise affect your chances of securing a contract or future opportunities.

Consistency is a key strength. When you confirm receipt, track milestones, and maintain professional communication with contracting officers, you showcase the reliability that government agencies look for in their contractors. This not only strengthens your reputation but also positions you as a dependable partner in the federal marketplace.

Keeping detailed documentation adds another layer of value to your process. It helps you stay organized for the current submission while creating a resource for future proposals. Each logged interaction, tracked milestone, and lesson learned becomes a stepping stone for your next government contracting opportunity.

Your follow-up efforts also set you up for success, regardless of the outcome. Whether you’re celebrating an award notification or requesting a debriefing, maintaining thorough records and professional relationships ensures you’re always prepared and positioned for the next step.

In the long run, the benefits extend beyond the immediate contract. Building strong relationships with government buyers opens doors to future opportunities, potential referrals, and valuable insights into upcoming procurement needs. These connections often hold more long-term value than any single contract award, making continuous engagement a cornerstone of success in government contracting.

Address any checklist discrepancies promptly. A proactive follow-up process catches issues early and underscores your commitment to meeting government expectations. This approach sets apart contractors who succeed from those who simply submit and wait.

FAQs

What should I do if I don’t get a confirmation email for my GSA proposal submission within 48 hours?

If you don’t get a confirmation email within 48 business hours after submitting your GSA proposal, it’s a good idea to follow up without delay. Start by reaching out to the GSA eTools Help Desk to check on the status of your submission. You can also email rfi@research.gsa.gov to ask for the confirmation email to be resent.

Before contacting anyone, take a moment to check your spam or junk folder. Automated emails often end up there. These steps can help ensure your submission is logged correctly and prevent any unnecessary delays in the review process.

What are the best ways to communicate with a Contracting Officer to strengthen your GSA proposal?

To establish a solid working relationship with a Contracting Officer and improve your GSA proposal, prioritize clear and professional communication. Always respond promptly to their questions or requests, making sure your answers are both accurate and to the point. This shows you’re well-prepared and understand the process.

Keep them informed about your proposal’s progress and address potential concerns proactively. Be open to collaboration and adaptable to their needs. These actions not only build trust but also highlight you as a dependable partner for the contract.

What parts of a GSA proposal are often questioned, and how can I prepare for them?

When working on a GSA proposal, there are a few areas that often need extra attention: pricing details, compliance with GSA regulations, and completeness of required documentation. To set yourself up for success, focus on crafting a proposal that is precise, competitive, and fully aligned with GSA requirements.

Start by thoroughly reviewing your submission to catch any missing details. Make sure your pricing strategies are clearly outlined and backed by proper documentation. It’s also crucial to stay informed about the latest GSA policies to ensure your proposal meets current standards. To tackle potential challenges, bring in subject matter experts (SMEs) early in the process. Their insights can help address technical or compliance concerns before they become roadblocks. Taking these steps can help you respond effectively to questions and avoid unnecessary delays during the evaluation.

Related posts

• GSA Proposal Formatting Checklist
• GSA Post-Award Checklist for Contractors
• Checklist for Substantive GSA Contract Modifications
• Checklist for GSA Construction Contract Compliance