The Unwritten Rules of Government Contracting: What Buyers Won’t Tell You

Stepping into the world of government contracting can be both exciting and overwhelming, especially when so much of the process seems to rely on unwritten rules and subtle preferences. While official guidelines, procurement laws, and FAR (Federal Acquisition Regulation) regulations are widely documented, there’s another side to government contracting that rarely makes it into manuals or public discussions: the unspoken rules and preferences of government buyers. Understanding these unwritten rules can give your business a competitive edge, helping you win contracts and build lasting relationships with government agencies.

In this article, we’ll pull back the curtain to reveal some of the key insights into how government buyers think, make decisions, and choose contractors. These aren’t the things you’ll find in a procurement policy—but they might just be the key to your success.

The Human Element in Government Contracting

Government buyers, often referred to as contracting officers (COs) or program managers, are bound by strict regulations when evaluating bids and awarding contracts. Yet, behind those formal processes are real people with real preferences and priorities. Their decisions aren’t made in a vacuum; they’re shaped by human factors like trust, past experiences, and the desire to minimize risk.

1. Risk Aversion Drives Decisions

If there’s one thing contracting officers hate, it’s risk. Awarding a contract to a company that underperforms, misses deadlines, or fails to comply with terms can lead to major headaches—and scrutiny from their superiors. That’s why many government buyers gravitate toward contractors with a proven track record of success.

How to Align:

• Highlight your past performance. If you’ve successfully completed contracts before, showcase these achievements prominently in your capability statement and proposals.
• Build credibility through testimonials, case studies, and performance ratings.
• Start small. If you’re new to government contracting, pursue micro-purchases or smaller contracts to establish a track record before aiming for larger opportunities.

2. Relationships Matter

While federal procurement rules are designed to ensure fairness and competition, relationships often play an unspoken role. Government buyers are more likely to award contracts to businesses they trust—and trust is built through consistent communication and reliability.

How to Align:

• Attend industry days, networking events, and trade shows to meet agency representatives in person.
• Follow up with buyers after submitting bids or attending events, showing genuine interest in understanding their needs.
• Stay visible. Regularly reach out with updates about your business or new services that align with the agency’s mission.
• Marketing solutions like our Federal Connections Package puts your capability statement in the hands of the right government buyers.

The Power of Preparation

Winning a government contract isn’t just about submitting a good proposal; it’s about understanding what the buyer wants before the solicitation is even posted.

3. The “Hidden” Requirements

Government solicitations are often accompanied by lengthy documents outlining the scope of work and evaluation criteria. However, experienced contractors know there’s often more to the story. Buyers may have unspoken preferences or priorities that aren’t explicitly stated in the RFP.

How to Align:

• Do your homework. Review the agency’s strategic goals, mission statements, and past awards to understand what drives their decisions.
• Talk to agency representatives. Many solicitations are preceded by Requests for Information (RFIs) or pre-solicitation notices. Use these opportunities to ask questions and uncover the buyer’s priorities.
• Leverage Market Research Tools. Platforms like the Market Intel Database can help you uncover historical contract data, agency spending patterns, and trends that provide valuable insights.

4. Simplicity Wins

Government buyers don’t have the luxury of unlimited time. They’re juggling multiple responsibilities, often reviewing dozens of proposals for a single solicitation. Complex, jargon-filled proposals can be a turnoff.

How to Align:

• Write proposals that are clear, concise, and free of unnecessary jargon. Use straightforward language to explain how your solution meets the agency’s needs.
• Include visuals like charts, graphs, or infographics to break up text and make your proposal more engaging.
• Follow the instructions in the solicitation to the letter. Even minor formatting errors can lead to disqualification.

Understanding the Agency’s Perspective

5. Budget Constraints Influence Timing

Government budgets operate on annual cycles, and spending priorities can shift dramatically depending on the time of year. For example, the fourth quarter of the fiscal year (July to September) is often a period of high spending as agencies work to use remaining funds.

How to Align:

• Monitor procurement forecasts to anticipate when opportunities will be posted.
• Stay active in SAM.gov and other databases to ensure you don’t miss last-minute opportunities during high-spending periods.
• Position your business as a solution to urgent needs. Emphasize your ability to meet tight deadlines or handle expedited projects.

6. Compliance Is Key

Nothing makes a government buyer nervous faster than a contractor who doesn’t meet compliance standards. From cybersecurity requirements to socio-economic certifications, buyers expect contractors to check all the necessary boxes.

How to Align:

• Ensure your SAM.gov registration and DSBS profiles are up to date and optimized.
• Pursue certifications like WOSB, HUBZone, and 8(a) if they align with your business. These certifications can give you an edge in competitive markets.
• Stay informed about regulatory changes, like the upcoming CMMC requirements for DoD contractors.

The Importance of Differentiation

7. Agencies Value Innovation

Government buyers are increasingly looking for contractors who bring innovative solutions to the table. Whether it’s leveraging new technology or offering a fresh approach to a longstanding challenge, innovation can set you apart from the competition.

How to Align:

• Highlight any unique capabilities, patented technologies, or proprietary methods your business offers.
• Emphasize cost savings, efficiency, or other tangible benefits your solution provides.
• Be forward-thinking. Anticipate future challenges and position your business as a partner that’s ready to adapt and evolve.

8. Don’t Be Just Another Vendor

Many contractors focus solely on “selling” their services without considering how they can become a trusted partner to the agency. Buyers want to work with businesses that genuinely understand their mission and goals.

How to Align:

• Tailor your proposals to each agency, showing how your business aligns with their specific objectives.
• Focus on outcomes. Explain not just what you’ll do, but the impact your work will have.
• Be proactive. Suggest ideas or improvements that demonstrate your commitment to the agency’s success.

Leveraging FedBiz Access to Succeed

Success in government contracting isn’t just about what you know—it’s also about the resources and support you have in your corner. FedBiz Access has been helping small businesses navigate the complexities of the government marketplace for over 23 years.

From assisting with registrations and socio-economic certifications to providing tools like the Market Intel Database for deeper market insights, FedBiz Access empowers businesses to succeed. Our proven methods have helped clients secure over $35.8 billion in government contracts.

If you’re ready to take your government contracting efforts to the next level, schedule a complimentary consultation with a FedBiz Specialist today. Whether you’re just starting out or looking to expand your existing contracts, we’re here to help you navigate the unwritten rules of government contracting and achieve lasting success.

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By understanding the unspoken preferences of government buyers and aligning your approach accordingly, you can position your business as the go-to contractor for government agencies. Remember, success isn’t just about following the rules—it’s about mastering the nuances that set you apart.