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Vol. 51: Fourth Quarter Frenzy


From: Fedmarket
Subject: Vol. 51: Fourth Quarter Frenzy
Date: Thu, 15 Sep 2005 20:23:22 -0600

  *** ON THE SALES FIRING LINE: Vol. 51 ***                         
   
Welcome to "On the Sales Firing Line," written by Federal Sales Academy 
Director, Eileen Kent. The purpose of this article series is to educate and 
inspire you to create immediate government opportunities, through true sales 
stories and savvy marketing tactics. 

----------------------------advertisement-------------------------------------  
           

Don't miss the National Contract Management Association's 24th Annual 
Government Contract Management Conference in Tysons Corner, VA!
"Improving the Procurement Process: Getting the Bang for the Buck" December 
5-6, 2005

Connect with business, legislative, and political professionals to see how 
innovative acquisition processes can transform into disbursement savings.  
Explore recent and pending legislation, service contracting, best practices, 
and much more from some of the top government and business officials. 
Keynote speakers, Helen Greiner, Co-Founder and President, iRobot and Paul 
J.McNulty, U.S. Attorney, Eastern District of Virginia. 
More information: http://www.ncmahq.org/meetings/GCC05/
       
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Fourth Quarter Frenzy - Contractors Called Again To "Fill the File"

As we approach the end of the fourth quarter, please be wary of the call which 
starts with, "I need a quote in the next few hours..." and it continues with a 
perfect listing of the contracting officer's needs.  If you didn't write the 
specifications for this need, you are probably being "shopped" or you are 
receiving a "September bid."  The government's fiscal year begins October 1st 
and ends September 30th. If agencies don't spend all of their allocated money, 
they will "lose" it in the next budget so many last minute decisions are made 
over money "found" in the last quarter of the fiscal year. 

In spite of the spending frenzy that goes hand in hand with the fourth quarter 
of each fiscal year, contracting officers and specialists still need to follow 
the rules.  Under procurement regulations, they need to obtain three quotes 
prior to making their purchase.  If you were the contractor that wrote the list 
of needs, you will probably be the lucky winner.  However, a victory is not 
guaranteed if you didn't establish a relationship with the agency or buyer well 
before September 15th. If you haven't dealt with the agency, person or 
opportunity before receiving their unexpected call, you may want to take a 
moment to uncover the real story from the contracting officer or specialist.  
The best way to get to the bottom of the story is to politely ask the "Four W's 
and One H" list of questions. 

 * Who are you?

 * What agency are you from and what do you need?

 * Where do you require delivery of the product or service?

 * When do you require delivery of the product or completion of the service?

 * How did you find out about my organization?


These five questions will help you discern whether the request is a true 
business opportunity or a wild goose chase. Often the contracting officer will 
reply, "I just need a quote for the file. If you can't do the work, just write 
me a letter stating as such for my file."

In many situations, it is obvious the buyer or contracting officer had someone 
in mind for the project and that someone was not you.  Nonetheless, this is a 
perfect opportunity to shine. Converse with them and show them you understand 
the "game" of doing business with them. If you understand that the request for 
quote is just to help them "fill the file" and not award you the business, 
bargain with them for an appointment so you will be the first in line for the 
next opportunity. You will find that this game goes on over and over again.  
The angry contractor who doesn't show they "get it" will never receive a call 
again. 

In a contracting emergency, many people from contracting make a flurry of phone 
calls comparing prices against the businesses to whom or which they plan to 
award the business. Remember that you are getting a call from these government 
employees simply to paper their file. If they really need you, they will talk 
to you on the phone and give you all the details of the challenge and help you 
win the business. You won't need intuition to "read" between the lines.  The 
buyers will be begging for you to move forward to assist them in a pinch.

A great way to get someone in contracting to open up is to ask them "What is 
the situation?" How can I help?  Can you show me the ropes on your paperwork 
and I'll get to work taking care of your emergency?"  Follow up with fair 
pricing based on the situation and coach them through what to expect from you 
in terms of delivery. The buyer may not have purchased your type of service or 
product before and may need some education on delivery and installation 
timelines.

----------------------------advertisement-------------------------------------  
           

Don't miss the National Contract Management Association's 24th Annual 
Government Contract Management Conference in Tysons Corner, VA!
"Improving the Procurement Process: Getting the Bang for the Buck" December 
5-6, 2005

Connect with business, legislative, and political professionals to see how 
innovative acquisition processes can transform into disbursement savings.  
Explore recent and pending legislation, service contracting, best practices, 
and much more from some of the top government and business officials. 
Keynote speakers, Helen Greiner, Co-Founder and President, iRobot and Paul 
J.McNulty, U.S. Attorney, Eastern District of Virginia. 
More information: http://www.ncmahq.org/meetings/GCC05/
       
-----------------------------------------------------------------------------/ 

Open communication, understanding "the game" and great delivery follow through 
will win you respect and opportunities for years to come.

Here's to your success!

Sincerely,

Eileen Kent
Copyright 2005   
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