Fifteen Questions Small GovCon Teams Should Ask an RFP Response Platform Vendor

When evaluating an RFP response platform, small government contracting teams need to ask the right questions to ensure the vendor meets their needs. Here are fifteen critical questions, along with the answers that should raise red flags. We'll also cover what VETR offers in each area to give you a clear comparison.

What are the specific FAR clauses the platform automates?

We need to know which Federal Acquisition Regulation (FAR) clauses the platform supports. For example, VETR automates FAR 52.219-28 for Small Disadvantaged Business (SDVOSB) certifications. If the vendor can't provide a detailed list of supported clauses, that's a red flag. VETR's platform is built with these specifics in mind, ensuring compliance and efficiency.

How does the platform handle amendments to the RFP?

Amendments to the solicitation can significantly impact your proposal. We need to understand the vendor's process for incorporating these changes. VETR automatically updates the platform when an RFP amendment is released, ensuring your team stays current without manual intervention. If the vendor requires manual updates, that's a major drawback.

Where are our proposal documents stored?

We must get clarity on both the physical and virtual storage locations for our sensitive data. VETR stores documents in secure, FedRAMP-compliant data centers, ensuring the highest level of security. If the vendor can't provide this level of detail or uses unsecured cloud storage, that's a significant concern.

What happens to our data if we cancel our subscription?

We need to confirm the vendor's policy for exporting and deleting our documents upon cancellation. VETR provides a straightforward export process, allowing you to download all your data in a secure format. Additionally, we permanently delete your data from our systems within 30 days of cancellation. If the vendor retains your data or makes export difficult, that's a red flag.

How does the platform ensure compliance with federal regulations?

We verify the vendor's compliance certifications, such as SOC 2 Type II and FedRAMP. VETR is currently preparing for SOC 2 Type II certification and is in the process of engaging with FedRAMP. If the vendor lacks these certifications or can't provide evidence of their compliance efforts, that's a major concern.

What NAICS codes does the platform support for market research?

We confirm the platform covers our relevant North American Industry Classification System (NAICS) codes for opportunity identification. For example, VETR supports NAICS code 541611, "Administrative Management and General Management Consulting Services." If the vendor can't provide a comprehensive list of supported NAICS codes, that's a red flag.

How does the system handle dollar thresholds for different contract types?

We ensure the platform can filter opportunities by the correct dollar bands, such as $150k for SDVOSBs. VETR allows you to set custom filters based on dollar thresholds, ensuring you only see relevant opportunities. If the vendor can't provide this level of granularity, that's a significant drawback.

Can the platform integrate with our existing proposal management tools?

We confirm compatibility with our current systems for a seamless workflow. VETR integrates with popular tools like Microsoft Office and SharePoint, ensuring a smooth transition. If the vendor lacks integration capabilities, that's a major concern.

What training and support does the vendor provide?

We understand the onboarding process and ongoing support available to our team. VETR offers comprehensive training, including webinars, tutorials, and one-on-one sessions. Additionally, we provide 24/7 customer support to ensure you have the help you need. If the vendor offers limited support or charges extra for training, that's a red flag.

How does the platform handle sensitive data, like CUI?

We verify the vendor's protocols for protecting Controlled Unclassified Information (CUI). VETR employs robust security measures, including encryption and access controls, to safeguard your sensitive data. If the vendor lacks these protections or can't provide details on their security protocols, that's a significant concern.

What is the platform's disaster recovery plan?

We confirm the vendor has a robust plan for data recovery in case of an emergency. VETR maintains multiple backups and disaster recovery sites to ensure your data is always accessible. If the vendor lacks a comprehensive disaster recovery plan, that's a major red flag.

How does the system handle team collaboration on proposals?

We understand the platform's features for real-time collaboration among our dispersed team. VETR offers collaborative tools, including shared workspaces and version control, to facilitate teamwork. If the vendor lacks these features or requires manual coordination, that's a significant drawback.

What is the vendor's experience with our target agencies?

We assess the vendor's familiarity with the proposal requirements of our key agencies. VETR has extensive experience with agencies like the Department of Defense (DoD) and the General Services Administration (GSA), ensuring we understand the nuances of each agency's requirements. If the vendor lacks this experience or can't provide examples of successful proposals, that's a red flag.

How does the platform support past performance documentation?

We confirm the system can easily incorporate our past performance information. VETR allows you to upload and organize past performance data, making it easy to include in your proposals. If the vendor requires manual entry or lacks this feature, that's a major concern.

How can VETR streamline your federal proposal process?

We show how VETR's platform addresses these critical questions for small govcon teams. From automating FAR clauses like 52.219-9 for Women-Owned Small Businesses (WOSBs) to providing agency-specific playbooks for programs like SEWP V and OASIS+, VETR is designed to meet the unique needs of small businesses pursuing federal work.

If you're ready to streamline your federal proposal process, start a free trial with VETR today. Our platform is built with small govcon teams in mind, offering the features and support you need to win more contracts.