6 Best Practices for Calling Subcontractors
If you are serious about winning government contracts, building strong relationships with subcontractors can give you a competitive edge. I know firsthand that the difference between a winning bid and a losing one often comes down to assembling the right team. But reaching out to subcontractors can feel intimidating if you do not have a game plan. That is why I am sharing the best practices I have learned over the years to help you navigate these conversations with confidence.
Here are 6 best practices to keep in mind when calling potential teaming partners:
1. Do Your Homework Before Calling
Subcontractors appreciate working with primes who know what they are talking about. Before you pick up the phone, take time to understand the scope of the contract and identify where you need support. Be ready to explain how their expertise fits into your overall bid.
Pro Tip: Review their past performance and capabilities (if possible) before calling. This shows you are prepared and genuinely interested in working with them.
2. Lead with Value, Not Just Opportunity
Many primes make the mistake of pitching the contract without explaining what is in it for the subcontractor. Subcontractors want to know they are aligning with a prime who values their expertise and treats them as a true partner.
Pro Tip: Be prepared to discuss potential revenue, project timelines, and future opportunities. If they see long-term value, they are more likely to get on board.
3. Be Clear About Expectations and Compliance
Government contracts come with compliance requirements that subcontractors must follow. Be upfront about scope, reporting requirements, and certifications they may need. Clarity from the beginning builds trust and avoids costly misunderstandings later.
Pro Tip: Create a checklist of key compliance requirements before your call. This makes it easier to cover all the essentials without missing anything.
4. Ask About Their Capacity and Bandwidth
Even the best subcontractors cannot help you if they do not have the capacity to take on more work. Always ask about their current workload and availability. This simple step can save you a lot of headaches down the road.
Pro Tip: Ask if they foresee any capacity changes in the next 6-12 months. This gives you a sense of their long-term availability and helps you plan ahead.
5. Confirm Their Interest with a Teaming Agreement
Once you and the subcontractor are aligned, it is time to formalize the relationship. A non-disclosure agreement (NDA) protects sensitive information, while a teaming agreement outlines responsibilities before submitting the proposal.
Pro Tip: Do not wait until the last minute to send these documents. Having a template ready makes the process seamless and shows you are serious.
6. Follow Up and Stay Engaged
The initial call is just the beginning. Keep the lines of communication open, provide updates on the proposal progress, and ensure they remain committed. Subcontractor relationships thrive when both sides stay engaged.
Pro Tip: A quick follow-up email recapping the call with next steps shows professionalism and keeps the momentum going.
Final Thoughts
I know how easy it is to feel overwhelmed when reaching out to subcontractors, especially if you are new to GovCon. But remember, successful subcontractor relationships do not happen by accident. They are built on trust, clear communication, and a shared goal of delivering value to the government.
If you apply these best practices, you will not only strengthen your bids but also build a network of reliable partners who can help you win more contracts.
-Derek James