Top 5 Takeaways From the 3rd DHS Reverse Industry Day

Release Sections L&M in Draft RFPs■ Industry really benefits from seeing Sections L & M when we post draft

RFPs.  It helps them to determine their PWin% (probability of winning) because they’ll know where we are placing value in terms of criteria and whether those areas align with their current business strategy/capabilities.  

Choose Your Words Wisely

■ The words we use in our RFPs matter!  For example, when we say things like “innovation” that will truly inform the strategy that the company employs to secure teaming arrangements, the technical approach/solution offered and serves as a huge cost driver.  If we really don’t mean “innovation” then we shouldn’t say it.  Industry takes what might be a simple buzz word on our part to be something literal (e.g., our requirements) and they plan their responses accordingly. 

Don’t Hold Back on the Contract Type ■ Articulating the contract type upfront in our RFIs/RFPs is incredibly

helpful. Again, it helps a company determine whether they are best suited for a particular opportunity in terms of risk appetite or cash position etc.  For example, the decision to pursue a particular government RFP could consume a very large portion of a company’s annual Bid & Proposal budget and they would prefer to know sooner than later whether they are a good fit for the opportunity so as not to lose money unnecessarily.    

Be Upfront About Delays

■ Schedule slippage on our part really does affect Industry’s ability to leverage best resources.  When the RFP timeline extends out (especially when we don’t communicate that) it impacts their ability to retain top talent to execute the contract.  Most companies (even Large Businesses) do not have bench strength and are usually “parking people” by reserving them with money that affects their ability to execute other contracts. 

Keep the Lines of Communication Open■ Two-way communications are critical and we should try to keep the line open

for as long as possible (providing equal access to all companies) prior to issuing a solicitation.  Also, Industry banks on certain things happening on the government’s side and if those things don’t materialize (or if our plans change and we don’t communicate with Industry) the impacts to a company’s decision to bid are significant.  For example, if we say we are going to conduct one-on-one discussions with vendors to inform our market research the company looks forward to that opportunity because they view it as a way to gain additional information to help them determine their PWin% and also another way to vet their win themes with the government.  If our schedule becomes truncated and we decide not to conduct those one-on-ones and issue the RFP without the additional market research it could mean too much uncertainty for a company and force their hand to no-bid.