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Wednesday, June 4, 2014

Winning the Contract: How Ready Are You?

So you were awarded the contract. Do you know exactly what to do and where to go next? How ready are you to handle the next few steps and carry out the responsibility that you have in your hands?

First off, it is important to know the fact that the ball is now in your hands and that now is the right time to start to fulfill the requirements specified in the contract—it could be to put up a structure, render a service, of provide a product.

While it is impossible to come up with the complete list of tips and techniques to help you gear up for taking the responsibility of being the contract winner, here’s a comprehensive list of must-dos once you get that contract in your hands. And although one can say that the items should be obvious (and with common sense, should be readily understandable), many start-up companies and small businesses normally fail to get off the ground simply because they seem to take the obvious for granted and fail to do them.

  • Make sure that you completely understand the contract. As tiresome as it can sometimes get with everybody reminding you about reading the contract, it is one big and critical thing to do so over and over again. Make sure that you understand in detail all the provisions indicated: the project requirements, the deadlines and delivery dates, the documentations requested, and other specifications.
  • Take note of all the important contacts. Make sure to have a complete and clear record of the contact details of important people in the contract. Include their full names, addresses, contact numbers, and e-mail addresses. Have these details for the contracting officer, the administrative officer, the government inspector, etc. You should also find contacting the local Defense Contract Management Agency helpful especially if you’re working on a military contract.
  • Work as specified by the contract. Do not work outside the provisions indicated in the contract. Any special instructions must specifically come from the procurement officer or the administrative contract officer. You will be held liable for any consequence or cost that may result from taking any action outside of those specified in the contract.
  • Find immediate resolution for any problem or question that you may have with the contract. Immediately contact the designated officers for any queries and inconsistencies that you may find in the contract. Ensure that you have all lines of communication open and that you establish a professional relationship with your colleagues right away. Do not hesitate to request for assistance for anything that does not meet your understanding.
  • Have every process and procedure well documented. While we live in this so-called paperless society, it is important to have all business transactions accurately and promptly documented. Make sure that your entire team understands their individual responsibilities and the time frame allotted for every relevant activity. This is to ensure that the entire project is accomplished smoothly and that all deliveries are carried out in complete compliance with the contract provisions.
  • Establish a firm quality control process. Always check that your quality control process is at its best. Review your procedures every now and then and make sure they are accurately and properly carried out so every item or product delivered exactly meets the specified requirements. Make it a point that it is always updated to conform to the dynamic standards of today’s government contracting market.

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