Every year, federal contractors talk about year-end buying season: the stretch from July through September, the fourth quarter of the federal fiscal year, when many agencies work to obligate funds before they expire. Awards and orders tend to rise, quick-turn requests appear and contracting offices get busy. Yet the firms that benefit most from the fourth quarter usually start preparing much earlier. February is a good time to begin.
Why the fourth quarter gets busy
Many federal appropriations are available for obligation only for a limited period, often one fiscal year. Funds not obligated by the end of their availability generally cannot be used for new obligations. Agencies also tend to be cautious early in the year, especially under continuing resolutions, which can push activity later. Combined, these factors often lead to more obligations late in the fiscal year.
The pattern varies by agency and program, and not all funds expire at year-end. It is a tendency worth planning for, not a guarantee.
February through April: positioning
- Review agency procurement forecasts for opportunities expected later in the fiscal year.
- Meet with small business specialists and program staff at your target agencies.
- Respond to sources sought notices and RFIs that may lead to summer solicitations.
- Identify contract vehicles your target agencies use for quick purchases, such as GSA Schedules or BPAs.
- Line up teaming partners for likely opportunities.
Customers who know your firm before summer are more likely to think of you when they need to move quickly.
May and June: readiness
- Update your capability statement, past performance write-ups and resumes.
- Prepare reusable proposal content, such as corporate experience, management approach and quality control descriptions.
- Confirm that pricing on any contract vehicles is current and that your catalogs are accurate.
- Check that your SAM.gov registration will remain active through the end of September.
- Plan staff schedules so key people are available in late summer.
July through September: responsiveness
When the fourth quarter arrives, speed and accuracy matter. Requests for quotes may come with short deadlines. Monitor SAM.gov and vehicle portals such as GSA eBuy closely, and respond quickly with complete, compliant submissions. Communicate clearly with contracting officers, and avoid adding to their workload with incomplete quotes or unnecessary questions.
Be selective even under pressure. A rushed response to an opportunity that does not fit can take time away from one that does.
After the rush
When the fiscal year closes, review what happened. Which opportunities did you win, and why? Which did you miss because you were not ready or not known? Those lessons belong in your plan for the next year, which, in federal terms, begins on October 1.
Preparing in February may feel early, but it is what turns year-end buying season from a scramble into an opportunity.