Federal agencies publish thousands of requests for quotations involving commercial products, equipment, replacement parts, supplies, and materials.
Many of these opportunities identify:
You do not necessarily need to manufacture the product to submit a quotation. Small distributors and resellers can compete—but only when they understand how to source, document, price, and deliver the requested item correctly.
Begin with the solicitation—not Google.
Identify whether the RFQ requires:
When an RFQ states brand name or equal, an alternative product must satisfy the stated physical, functional, and performance characteristics. The bidder must clearly identify the proposed brand and model and provide enough information for the government to evaluate it.
Do not quote an “equivalent” product simply because it looks similar or costs less.
When an RFQ includes a manufacturer part number, search the exact number using quotation marks.
Then identify:
Do not rely solely on retail marketplace listings.
A low online price may involve:
Whenever possible, obtain a written quote directly from the manufacturer or an authorized distribution channel.
Your supplier request should include:
Ask the supplier to confirm:
A supplier quote is not useful when it expires before the government expects to make an award.
USAspending.gov can help identify businesses receiving federal awards within a particular industry.
Search using:
USAspending is the federal government’s official open-data source for federal award information, and its advanced search allows users to research awards by recipient, industry, agency, location, and other criteria.
This research can reveal:
You can then contact manufacturers and explain that your business is interested in serving as a government reseller or certified contracting partner.
Do not simply email:
“Can I get your best price?”
Explain the opportunity.
Tell the manufacturer:
Some manufacturers do not actively pursue smaller government RFQs. Others prefer to sell through distributors rather than establish direct government registrations, prepare quotations, manage compliance, and process individual orders.
A capable small or certified reseller can help the manufacturer access this business without requiring it to compete directly.
Your value is not merely forwarding an order. It is managing the government-sales process.
On certain small-business supply set-asides, a reseller may need to comply with the SBA’s nonmanufacturer rule.
This rule allows a qualifying small business to supply a product it did not manufacture. However, the product generally must be manufactured by another small business unless SBA has issued an applicable class waiver or the contracting officer obtains an individual waiver.
Do not assume that you can offer any brand simply because you are a small business.
Review:
When uncertain, submit a written question before the RFQ deadline.
Federal supply acquisitions may contain Buy American, Trade Agreements, Department of Defense, or other country-of-origin requirements.
For example, acquisitions containing FAR 52.225-5 generally require delivery of U.S.-made or designated-country end products.
Never guess where a product was manufactured.
Request written confirmation from the manufacturer or distributor and retain it with your quotation records.
The words “ships from the United States” do not mean “manufactured in the United States.”
Your bid price should account for more than the supplier’s unit cost.
Consider:
Also confirm whether the government is requesting:
A low quote that loses money is not a successful government contract.
Before submitting your quotation, reconfirm:
Government awards are not always made immediately after quotations are submitted.
If inventory is limited, ask whether the supplier can hold it. When that is not possible, include sufficient pricing protection and have a secondary source available.
Can I bid on a product RFQ without owning inventory?
Yes, provided you have a reliable source and can meet the solicitation’s delivery and compliance requirements. Do not bid based on unconfirmed online availability.
Can I offer an alternative brand?
Only when the solicitation permits alternatives, such as through brand-name-or-equal language. The proposed item must meet every listed salient characteristic.
Do manufacturers work with certified government resellers?
Many manufacturers use distributors and reseller networks. A certification may make your business more valuable when the opportunity is restricted or when a manufacturer wants greater participation in small-business and supplier-diversity markets.
Where can I find government product RFQs?
Federal contract opportunities can be searched through SAM.gov. Anyone can search opportunities without an account, while an account allows users to save searches and follow notices.
Successful product contractors build relationships before they need them.
Maintain a sourcing database containing:
Over time, your supplier network becomes a competitive advantage.
govCERTS helps small businesses establish government registrations, obtain relevant certifications, improve their federal profiles, and prepare compliant bids for product and service opportunities.
Find the product. Verify compliance. Price the risk. Deliver exactly what you promised.
