Task Order Capture

When Government contact is non-existent, we use a streamlined capture approach, placing heavy emphasis on research, brainstorming, teaming decisions based on competitive analysis, and price strategy.gy.Capture is pre-proposal prep work that’s necessary before Task Order RFPs are issued, if you want to succeed and maximize the benefits from your seat on an IDIQ contract vehicle. Task Order Capture can sometimes resemble capture of a “regular” pursuit of a “requirements” contract, but most often you can expect to deal with:

  • Reduced or non-existent ability to contact the Government customer
  • Less time to perform capture
  • Mostly well-known competition

To help you run a meaningful task order capture effort, we use a streamlined strategy:

  • Absent customer contact, we research customer “hot buttons” (i.e. hopes, fears, and biases).
  • We conduct short, focused win strategy, win theme, and solution development brainstorming sessions.
  • We also help perform an analysis to compose the right team to beat your competition.
  • We perform a mini competitive pricing analysis to avoid losing based on the cost volume.

Account Planning

As you are looking to not only win one or two task orders on your Indefinite Delivery Indefinite Quantity (IDIQ) vehicle, but grow aggressively as a holder of that IDIQ contract, you need a “map” to understand help penetrate the customer’s organization. Government has many people participating in source selection process, deciding on the winner. You need to know those people. You have four goals with the customer: build the relationships, understand the customer’s hot buttons (hopes, fears, and biases), shape the requirements, and vet your solution. Government organization usually comprises:

  • The contracting officer, program manager, and other key contacts
  • Oversight authority
  • End user organizations
  • Policy and funding organizations
  • Congressional oversight and committees
  • Other offices and agencies involved in related or similar activities

Customer organization gets even more complicated for an IDIQ that serves more than one Government office and agency, with Governmentwide Acquisition Contracts (GWAC), for example. Narrow down the list of clients you will pursue, and perform the same analysis for each customer.

A “map” is a visual representation that accompanies an account plan, so you could see the “landscape” of how opportunities emerge, and who is involved. It is a mix between various org charts and your notes who has relationships in your organization, with the Government. It is a living document that evolves with your level of understanding of customer organization.

Task Order Manual Preparation

Task Order Manual TemplateWe help you put together an IDIQ-specific Task Order Manual that encapsulates operational rules for a well-functioning IDIQ team to establish a sound team management foundation, help continuity of operations, and create the IDIQ winning “machine.”

It contains information on IDIQ patterns and processes the entire team can follow, to stay organized and moving in the same direction. It introduces organizational leadership after an IDIQ award—so your entire IDIQ team knows how to react quickly to bid, and how to win.

Your IDIQ Task Order Manual may even have an internal (detailed) version, and external (streamlined) version for your teaming partners.  It is a living document that contains the most important information and strategies for your IDIQ:

  • Overview of the program/vehicle from the capture and proposal viewpoint, including unique IDIQ’s “personality”
  • What is the IDIQ “pattern” – how often are the task orders issued, how are they
    evaluated, what’s valued on the vehicle, and what does it take to win?
  • What are the marketing rules of engagement your teammates will abide by when talking to the customer, and how do you create a unified customer message? How will your teammates be allowed to interact with the Government customer? Can they talk with the customer directly or do they have to go through you? What if they send a message about your team that is contrary to your strategy? Can they bring work to the vehicle by talking directly to the customer? How will you deal with “frenemy” companies, i.e. your non-exclusive subs?
  • What workflow will your team follow for business development, capture, and TO Workflowproposal development?
  • How will everyone stay organized and know what to do when time is of the essence?
  • Unified customer message
  • Organization, including PMO and teammates, with points of contact and their roles and responsibilities
  • Methods and frequency of communications
  • Security rules, invoicing, portal login, and other administrative information

This Task Order Manual will help you dominate your IDIQ competition. Have a Task Order Manual for each of your IDIQ vehicles.

If you would rather put one together yourself, we offer a 52-page, detailed Task Order Manual template that not only provides the format and the words to put in your own Task Order Manual, but also gives directions on how to tailor it further to your needs.

Ready to Win More Government Contracts?

Schedule a FREE 45-minute Business Development Consultation with one of our experts or call 301-384-3350.  We’ll discuss actionable ways you can grow in the Federal market and tell you exactly how we can help you reach your goals.

Contact OST Global Solutions, Inc.