How to Win Federal Contracts in 90 Days

FY25 update. Built for founders and BD teams who want practical, copy-paste steps—not jargon.

TL;DR
Don’t wait for RFPs. Talk to contracting early (Sources Sought/RFI).
Team smart (a certified Prime + a capable Sub).
Use real buying paths (GSA MAS, simplified buys).
Run this rhythm for 90 days.

1) The market in one screen

• Federal > SLED for repeatability. Federal buying follows one main rulebook (the FAR), so you can run a repeatable playbook.
• Small-business goals are real. Agencies aim for ~23% of prime awards to go to small businesses each year.
• 8(a) can speed things up. If you (or your partner) have SBA 8(a), you can get sole-source awards within program limits (details below).
• Smaller buys move fast. Micro-purchases (≤ $10k) and simplified buys (≤ $250k) can award quickly when the path and paperwork are clear.

Myth vs Reality: “If you get 8(a), you can sole-source $12M.”
That $12M number is not a legal cap—it’s more like an anecdotal average people quote.
The legal 8(a) sole-source limits are $4.5M (most services/supplies) and $7M (manufacturing).
Some entity-owned 8(a) firms (Tribal/ANC/NHO) can go higher with the right justification—and DoD lets 8(a) sole-source up to $100M without a J&A—but those are specific exceptions, not the default.

2) The combo that wins faster: Certified Prime × Capable Sub

How it works

• A certified small business (e.g., 8(a), WOSB, SDVOSB, HUBZone) is the Prime on paper.
• A capable delivery partner is the Sub (brings people, tools, past performance).
• Together, you propose the fastest legal path (8(a) sole-source where allowed, otherwise a focused set-aside).

Two rules to respect

• Prime must do its share. On set-asides, the Prime has to perform a minimum portion of the work (limitations on subcontracting). Plan the labor split early.
• Keep it clean. Federal ethics rules are strict. Professional outreach only; no gray-area gifts. Your credibility is part of the win.

3) The shortest path to “yes”: influence before the RFP

Agencies must do market research. That’s your opening.
Reply to Sources Sought / RFIs with a short, clear capability note and a clean path to award (e.g., “8(a) sole-source within the cap” or “Small-biz set-aside via MAS <SIN>.”)

Where to look (bookmark these):

• SAM.gov → Contract Opportunities (alerts for Sources Sought, RFI, Special Notice, Intent to Sole Source)
• USAspending.gov (who buys what, and who’s winning now)
• SBA Small Business Search (SBS) (so COs and primes can find you)
• GSA eLibrary / GSA Advantage (see MAS SINs, holders, and live catalog items)

4) Target smarter (3 signals that matter)

1. Similarity — Who already wins work just like yours (same keywords/NAICS/SIN)?
2. Sub-agency patterns — Which specific offices buy this over and over?
3. Set-aside fit — Do they often award as 8(a), WOSB, HUBZone, SDVOSB?

Then prioritize records with a named CO contact, a specific sub-agency office, and an explicit set-aside—those usually move faster.

5) Copy these plays today

Play A — A one-page capability sheet people actually read

Keep it to one page:

• Company: <legal name, UEI>
• Core proof: 3 projects (dollars, timeline, agency, outcome)
• NAICS / SINs: <codes>
• Set-aside status: <8(a) / WOSB / SDVOSB / HUBZone / Small>
• Facilities & clearances: <if any>
• Why us (3 bullets): tie to their requirement
• Contact: name, title, phone, email

Tip: Add your NAICS size standard so the CO can confirm your small-business status at a glance.

Play B — A simple Sources Sought / RFI response

1. Opener: “We can Prime under NAICS <code> and qualify as <status>.”
2. Fit: Mirror their bullets; cite matching past work with numbers.
3. Workshare: How the Prime/Sub split meets the Prime-must-do-its-share rule.
4. Risk controls: staffing, surge plan, QA, KPIs.
5. Path to award: “8(a) sole-source (within cap)” or “Small-biz set-aside via MAS <SIN>.”
6. POC: best email + direct phone.

Play C — Short email to a Contracting Officer (pre-RFP)

Subject: Market research for <program> — capability (Small/<status>)

Hi <Mr./Ms. Surname>,

We reviewed <Sources Sought/RFI #> for <requirement>. We can Prime under NAICS <code> and qualify as <status>.

Attached is a one-pager and a short past-performance list. We meet the Prime workshare requirement and can propose a faster path (e.g., 8(a) sole-source within the rules). Happy to share draft PWS language and a transition plan.

Best,
<Name, Title, Company, UEI, phone>

Play D — Teammate outreach (Prime ↔ Sub)

Subject: Teaming on <Agency/Program> — you have the status; we deliver

We track repeat awards at <sub-agency> for <service/product>. You hold <status / MAS SIN>; we bring SMEs, tooling, and surge capacity.
Open to a Prime/Sub model where we shape a Sources Sought now and pursue 8(a) sole-source or a small-biz set-aside? We’ll outline a clear workshare and carry the technical narrative.

6) Vehicles that actually move money (and TAA in one line)

• GSA MAS (Multiple Award Schedule) is a popular, evergreen buying path. Use GSA eLibrary to find the right SIN and who holds it; check live items/prices on GSA Advantage.
• TAA: For MAS commercial items, make sure your products come from designated countries. If not, update sourcing.

7) Compliance: short checklist, big payoff

• SAM & reps: Active SAM, correct NAICS, right POCs.
• Ethics: Keep it clean (no questionable gifts; clear, documented comms).
• Workshare math: Lock your Prime/Sub split before making promises.
• If performance slips: respond fast to a Cure Notice. Loop in your CO immediately.

8) Your 90-day rhythm

Weekly

• Reply to 1–3 Sources Sought/RFIs with a tailored one-pager.
• Reach out to 2 Contracting Officers and 3 potential primes (log everything).

Monthly

• Refresh your SBA Small Business Search profile (keywords + statuses).
• Review award data for your top 3 sub-agencies; update your target list.
• Check GSA eLibrary/Advantage for your SINs and comparable items.

Late Q4 (Aug–Sep)

• Expect faster obligations before Sept 30. Have a “ready-to-award” pack: one-pager, pricing scaffold, draft PWS.

9) Quick answers

• Can we skip the line? No—but you can shape the path early with market-research responses + the right teaming + a legal fast route.
• Do we need a MAS now? Not always. If your buyer uses MAS heavily, yes. If not, team with a MAS holder while you build.
• We manufacture outside the U.S.—OK? Depends on TAA and the vehicle. Check designated countries and plan sourcing.

10) Toolbelt (bookmark)

• SAM.gov — Opportunities & award data
• USAspending.gov — Who buys what (and from whom)
• SBA Small Business Search (SBS) — Be findable as a set-aside vendor
• GSA eLibrary / GSA Advantage — Vehicles and catalogs
• FAR 9.6, 10, 49.4 — Teaming, Market Research, Cure/Default

11) Two mini-assets you can steal

A) 5-minute CO brief (one slide)

• Title: “How to award <Requirement> fast (NAICS <code>)”
• Left: one-line outcome + 3 metrics (e.g., uptime, ATO time, SLA %).
• Right: 2–3 legal award paths (8(a) sole-source cap; set-aside; MAS SIN). One line on Prime/Sub workshare, plus a tiny org chart with named leads.

B) 150-word Sources Sought opener

We can Prime under NAICS <code> as <status>, with relevant past performance at <sub-agency>. We propose <vehicle: 8(a) sole-source / small-biz set-aside / MAS order> to reduce cycle time within the rules. Our workshare plan (Prime at x%) meets the Prime-share requirement. We can provide draft PWS language, labor map, and transition within <N> days of award. POC: <Name, number>.

Proact (light touch)

Proact makes this faster: we shortlist active certified primes, map sub-agency buying patterns, and line up CO conversations—so you spend more time selling and less time searching.

Final thought

There’s no magic trick—just a repeatable rhythm. Shape early, team smart, stay compliant, keep your proof tight. Run it for 90 days and your pipeline (and win rate) will look very different.