As we head into Fiscal Year 2025 (FY25), federal government contractors are gearing up for a fresh set of opportunities and challenges. While every fiscal year brings new regulations, procurement processes, and trends, the one constant that remains critical to success in the federal marketplace is communication. For FY25, the ability to master effective communication with government officials, agencies, and teams will be pivotal in helping businesses secure contracts and stay competitive.

Why Communication Is Key

In federal contracting, communication isn’t just about firing off emails or making phone calls; it’s about building strategic relationships and timely exchanges that lead to contracts. Whether you’re speaking with a contracting officer, program manager, or an end user, effective communication gives your business the edge in a competitive marketplace. But not all communication is created equal, and failing to adhere to certain best practices can hinder your efforts.

To set yourself up for a successful FY25, you need to focus on three critical elements of communication: engaging the right people, asking the right questions, and doing so at the right time. Let’s break these down to understand how focusing on these aspects can make a significant difference in your contracting journey.

The Right People

The federal acquisition process is a complex web involving various roles, each with a specific focus. It’s crucial to identify the right contact within the agency you’re targeting. For example, many contractors mistakenly focus solely on the contracting officer, while overlooking the importance of the program manager or end user.

Understanding who plays what role in the acquisition process can be the difference between a fruitful conversation and one that leads nowhere. A contracting officer’s primary focus is compliance and process, while a program manager may have more insight into the technical requirements of a contract. Similarly, end users—those who will ultimately use the products or services—can provide practical feedback about operational needs and challenges. By learning these distinctions, you can tailor your communication to the person most likely to provide the information you need.

FedBiz Access offers extensive engagement coaching to help businesses navigate this complex web of government roles. This personalized consulting service ensures that businesses are connected with the right government officials at the right time, helping you build meaningful relationships that matter.

The Right Questions

Knowing whom to talk to is only half the battle; you also need to ask the right questions. Far too often, businesses get frustrated when they don’t receive the answers they seek, but the problem might lie in asking the wrong person or framing the question incorrectly.

For instance, asking a contracting officer detailed questions about upcoming projects might not yield productive results. This is because contracting officers are focused on acquisition regulations, not necessarily on project details. On the other hand, program managers or end users might not know much about the procurement timeline, but they can provide insights into operational needs and challenges.

The Federal Acquisition Regulation (FAR) encourages communication during certain phases of the procurement process, but it’s essential to know what to ask and when. You don’t want to overwhelm a government official with questions that seem irrelevant or poorly timed. Instead, focus on questions that demonstrate you’ve done your homework, such as confirming your understanding of a regulation or asking for clarification on an acquisition strategy. This kind of dialogue shows the government that you’re a serious and informed contractor, which can help build trust over time.

One best practice is to “dribble” your questions—ask small, manageable questions over time instead of inundating your contact with a barrage of inquiries all at once. This not only keeps communication fluid but also avoids overwhelming government personnel, allowing you to build rapport gradually. You can find more strategies for effective government communication in our tailored FCP Campaign and engagement coaching services.

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The Right Time

If communication is critical in government contracting, timing is everything. The federal procurement cycle moves through specific phases, from market research and pre-solicitation to evaluation and award. Understanding these phases and knowing when to engage with government officials can make the difference between a successful contract bid and one that gets overlooked.

For example, during the Pre-Award Phase, federal agencies are often more open to discussions with industry as they conduct market research. This is the perfect time to showcase your expertise and learn about future requirements. By the Solicitation Phase, agencies have issued a request for proposals (RFP) or request for information (RFI), and there are clear rules about what can and cannot be discussed.

Once the Evaluation/Award Phase begins, the lines of communication narrow significantly. After proposals are submitted, questions are typically channeled through the contracting officer, and most communication is focused on administrative details.

Therefore, before you reach out, ask yourself: Where is the agency in the procurement process? Timing your communication to match their needs will significantly increase your chances of getting a meaningful response. FedBiz Access provides real-time market intelligence through our proprietary Market Intel Database, helping businesses stay informed about government buying patterns and procurement schedules. This ensures that you’re always reaching out at the right time.

The Right Cadence

One of the biggest mistakes contractors make is bombarding government officials with too many follow-ups. Not only is this unprofessional, but it also risks annoying the very people who hold the keys to your future contracts. Instead, adopt a measured and respectful cadence when communicating with government personnel.

The general rule of thumb is to check in every 3-4 months while you’re building a relationship, especially if you haven’t yet established a contract. Once you’ve developed that relationship, you can increase the frequency to every 8 weeks or so, as long as there are ongoing opportunities that align with your capabilities.

For example, the end of the federal fiscal year (July through mid-October) is an extremely busy time for contracting officers. They are often trying to finalize contracts before their fiscal year budgets expire, so don’t expect immediate responses to general inquiries during this period. Similarly, don’t be surprised if you encounter delays in communication around the holiday season or major government events. Respecting these time constraints and demonstrating patience can go a long way in building goodwill.

FedBiz Access’s MatchMaker Service helps businesses develop a tailored communication strategy, ensuring they maintain the right cadence with government contacts.

Government Acquisition Phases: When and What to Ask

Federal contracting follows a structured process, and the questions you ask should align with where the agency is in the acquisition cycle. Here’s a quick breakdown:

Pre-Award (Market Research): This is your time to shine. Use this phase to ask about agency mission needs, general requirements, and forecasted procurement opportunities.
Solicitation (RFI, RFP): Now is the time to clarify contract specifics, including the proposed contract type, evaluation criteria, and data requirements.
Evaluation and Award: Communications are limited to the contracting officer. Be mindful of procurement integrity rules during this phase.
Post-Award: After the award is made, you can ask for general information about the awardee and the scope of work. Avoid requesting pricing details or source selection information.

Knowing what to ask and when to ask it helps keep your communication professional, timely, and effective. At FedBiz Access, our Contracting Essentials package provides businesses with all the tools they need to navigate these acquisition phases, from market research to proposal writing.

A New Approach for FY25: Master the Basics

As federal procurement becomes increasingly competitive, mastering the basics of government contracting will be more critical than ever in FY25. While communication is vital, it’s just one piece of the puzzle. Contractors must also ensure they are compliant with federal registration processes, develop strong marketing strategies, and continuously research new opportunities.

SAM Registration remains the first and most crucial step in entering the federal marketplace. Without an active and optimized SAM profile, your business is invisible to government buyers. In addition to basic registration, optimizing your SAM and DSBS profiles can significantly increase your visibility in the eyes of federal buyers. FedBiz Access’s SAM Registration and Optimization Services ensure your business is positioned correctly from the get-go.

Furthermore, contractors should focus on creating a compelling Capability Statement. This serves as your business’s resume and can be the deciding factor in whether a contracting officer takes the next step with your company. A professional, well-structured capability statement highlights your company’s core competencies, past performance, and unique differentiators—an essential tool in government contracting.

Why Choose FedBiz Access?

For over 23 years, FedBiz Access has been the leading government business development firm, helping businesses secure more than $35.8 billion in awards. Our expertise spans a wide range of services, from registration and optimization to market research, direct marketing to government buyers, and one-on-one coaching. We understand the ins and outs of government contracting and are committed to guiding businesses of all sizes through this complex marketplace.

If you’re looking to take your government contracting efforts to the next level in FY25, now is the time to schedule a complimentary consultation with one of our FedBiz Specialists. Let us help you navigate the federal marketplace with confidence and secure the contracts that will propel your business forward.