How Long It Takes to Secure a GSA Contract Award

Securing a General Services Administration (GSA) Contract is a significant milestone for businesses aiming to sell products or services to the U.S. government. The GSA Multiple Award Schedule (MAS) program offers a streamlined way for companies to enter the federal market, providing direct access to government buyers and an opportunity to tap into a marketplace that spends billions of dollars annually. In fact, in fiscal year 2023, GSA contracts accounted for over $50 billion in government spending, underscoring the immense potential for businesses that successfully secure a contract.

• GSA Contract Award Timeline: Key Factors
• What Can Delay Your GSA Application?
• Tips to Speed Up the GSA Contract Process
• Common Pitfalls and How to Avoid Them
• Final Thoughts and Conclusion: Is There a Guaranteed Timeline?
• FAQ: How Long Does It Take to Receive a GSA Contract Award?

However, obtaining a GSA contract is not a simple or quick process. The timeline can vary widely depending on multiple factors, including the complexity of the submission and the specific schedule category. On average, the process can take anywhere from 6 to 12 months, though some companies have reported waiting over a year for final approval. This is especially true for businesses applying to more document-intensive categories or for those new to the federal contracting process.

The key to expediting this process lies in ensuring that the application is thorough, accurate, and complete. Errors or missing documents can significantly delay the process, as GSA will require revisions or additional information. This could lead to weeks or even months of back-and-forth communication. By carefully following GSA guidelines and submitting all necessary documentation the first time, businesses can reduce the risk of delays and improve their chances of securing a contract within the shortest possible time frame.

GSA Contract Award Timeline: Key Factors

Average Time to Award

On average, the timeline for receiving a GSA contract award ranges from 6 to 12 months. The length of this process depends on several factors, including the type of contract being pursued, the accuracy and completeness of the submitted application, and the complexity of the offer. For example, contracts involving a large volume of products or services often require more documentation, which can significantly extend the timeline.

The GSA has made efforts to reduce this timeline for some categories. The FASt Lane program, specifically designed for Information Technology (IT) contracts, allows businesses to receive an award more quickly. According to GSA data, companies applying through FASt Lane can see their processing time reduced by up to 50%, potentially receiving a contract in as little as 3 to 6 months. However, this expedited process is currently limited to certain IT-related contracts and is not available for all schedule categories.

For most businesses, adhering to GSA’s guidelines and ensuring all documentation is complete can be the key to minimizing delays and keeping the process within the 6 to 12-month range. Companies that submit incomplete or inaccurate information, however, may face delays that extend the timeline significantly, with some offers taking over a year to complete.

Three Main Phases

The GSA contract award process is divided into three primary phases: Registration and Preparation, Submission, and Review and Negotiation. Each of these stages contributes to the overall timeline, with potential delays occurring at any step if issues arise.

Registration and Preparation

This initial phase involves ensuring that your company is registered with the necessary federal systems, such as the System for Award Management (SAM), and obtaining a CAGE Code (Commercial and Government Entity Code), which is required to do business with the U.S. government. Businesses also need to gather and prepare detailed documentation, including financial statements, past performance reports, and pricing information.

On average, the registration and preparation phase takes between 1 to 3 months. Companies that already have some of the prerequisite registrations may be able to complete this phase faster. However, for new businesses or those unfamiliar with federal contracting requirements, this stage can take longer, especially if errors are made during the registration process.

Submission

Once all the necessary documents are prepared, they must be submitted to GSA for review. This phase is often the most time-consuming, particularly for product-based contracts that require extensive documentation, such as a complete list of products, pricing data, and technical specifications.

For simpler offers, the submission phase can take 3 to 6 months, but more complex offers, particularly those with large product catalogs or multiple service areas, can take up to 12 months or more. The GSA conducts a thorough review of each submission to ensure it meets all requirements, and any discrepancies or missing documents will result in requests for additional information, further extending the timeline.

Review and Negotiation

GSA strives to complete its review of offers within 120 days, but this timeline is not guaranteed. During the review, GSA evaluates whether the offer meets its pricing and technical requirements. If the offer contains errors, or if additional negotiations are necessary, this stage can be prolonged.

In many cases, GSA will enter into a negotiation phase with the contractor to secure better pricing or clarify specific terms. These negotiations can extend the review phase beyond the typical 120-day goal, particularly if the offer is complex or if there are multiple rounds of revisions required. Companies should expect this phase to take several months, especially if their initial offer is not fully compliant with GSA standards.

By thoroughly preparing for each of these phases and ensuring all documentation is complete and accurate from the start, businesses can increase their chances of moving through the process more efficiently and obtaining a GSA contract award within the 6 to 12-month timeframe.

What Can Delay Your GSA Application?

While the GSA contract process is structured with defined timelines, there are several factors that can cause significant delays. Understanding these common pitfalls and preparing in advance can help businesses avoid unnecessary setbacks.

Incomplete or Inaccurate Documentation

One of the most common reasons for delays in the GSA contract process is the submission of incomplete or inaccurate documentation. According to GSA sources, approximately 60% of first-time offers are rejected due to documentation issues. This high rejection rate highlights the importance of submitting a complete and accurate offer from the outset.

Missing financial statements, incorrect pricing information, or insufficient past performance data are typical mistakes that lead to rejections. Each time an offer is sent back for revision, the timeline extends as businesses must correct the errors and resubmit their documentation. In some cases, these revisions can take weeks or even months, depending on the complexity of the errors and the company’s ability to quickly address them.

To avoid these delays, businesses should thoroughly review GSA’s submission guidelines and use checklists provided by the agency to ensure all required documents are included. Attention to detail in this stage is crucial for moving the process along efficiently.

Complex Offers

Offers involving extensive product catalogs or multiple service areas are inherently more complex and time-consuming. For example, businesses submitting proposals for building supplies, hardware, or large product categories may be required to include a detailed breakdown of each product, including pricing, technical specifications, and market comparisons. The process of compiling this information can be lengthy, and submitting such an offer can take longer for GSA to review.

These more complex offers can extend the timeline to 12 months or more. The need for GSA to verify large amounts of data, ensure compliance with pricing standards, and evaluate technical details contributes to the extended review time. If businesses fail to submit a well-organized, clear offer, GSA may request additional clarifications, which further prolongs the review period.

To streamline this phase, businesses should focus on submitting a “slimmer” offer that emphasizes their core products or services. By reducing the volume of information in the initial submission, companies can reduce the complexity and shorten the time it takes for GSA to evaluate their offer.

Administrative Delays

Delays in administrative processes are another common source of frustration for businesses pursuing a GSA contract. One key area where delays occur is in the System for Award Management (SAM) registration process. New businesses must register in SAM before submitting a GSA offer, and delays in this registration can prevent companies from moving forward with their application.

In addition to SAM registration, internal business approvals can also cause delays. For instance, companies that require approval from multiple departments (legal, financial, etc.) to finalize their documentation may experience bottlenecks in the submission phase. These internal delays can stretch the process out by several weeks or months.

Businesses should ensure they start the SAM registration process early and that all internal approvals are completed in advance to prevent administrative hold-ups.

Negotiations

Once an offer passes the initial review stage, GSA often enters into a negotiation phase with the contractor. During this phase, GSA typically seeks better pricing or clarifications on terms, which can extend the timeline. While GSA aims to complete its review within 120 days, negotiations can add weeks or even months to the process if the two parties are unable to reach an agreement quickly.

For product-based contracts, GSA may request additional discounts, price justifications, or adjustments to the terms. Each round of negotiation requires businesses to revise their offer and resubmit, which prolongs the review stage.

To minimize the impact of negotiations on the timeline, businesses should prepare in advance by researching market rates and ensuring their pricing is competitive from the start. By anticipating GSA’s pricing expectations, businesses can shorten the negotiation process and move closer to contract award without unnecessary delays.

By understanding and addressing these potential sources of delay, businesses can increase their chances of securing a GSA contract within the 6 to 12-month timeline. Thorough preparation, attention to detail, and proactive internal coordination are key to avoiding delays and expediting the process.

Tips to Speed Up the GSA Contract Process

Navigating the GSA contract process can be time-consuming, but there are several steps businesses can take to streamline the experience and potentially reduce the overall timeline. By ensuring completeness, leveraging expert help, and utilizing available GSA programs, companies can increase their chances of receiving a GSA contract award within the 6 to 12-month timeframe—or even faster in some cases.

Submit a Complete and Clear Offer

The most effective way to expedite the GSA contract process is by submitting a complete and error-free offer from the start. As previously mentioned, 60% of first-time offers are rejected due to missing or inaccurate information, causing significant delays in the review process. Avoiding these pitfalls can save businesses weeks or even months of back-and-forth corrections.

To ensure accuracy, businesses should make use of GSA’s detailed checklists and guides. These resources outline the specific documentation required for each schedule category and help applicants avoid common mistakes. Key documents include financial statements, past performance data, pricing justifications, and product or service descriptions. Each piece of information must be thoroughly vetted before submission to ensure it meets GSA standards.

For product-based offers, where the submission might include a comprehensive product catalog, businesses should double-check that all product specifications, pricing, and market comparisons are clearly stated. Ensuring that the offer is well-organized and formatted according to GSA’s criteria will significantly reduce the chances of rejection or requests for additional information, speeding up the overall process.

Consider Hiring a GSA Consultant

For businesses unfamiliar with the GSA contracting process, hiring a GSA consultant can be a game-changer. According to industry data, working with an experienced consultant can reduce the contract timeline by 30% to 50%, depending on the complexity of the offer. Consultants are experts in navigating GSA’s requirements, which allows them to guide businesses through the process more efficiently than companies going it alone.

Consultants help ensure that all documentation is complete, accurate, and tailored to GSA standards from the very beginning, minimizing the risk of delays caused by errors or omissions. They also bring valuable insights into GSA’s negotiation strategies, helping businesses prepare competitive pricing and terms that can move negotiations along more quickly.

While hiring a consultant involves an upfront investment, the benefits often outweigh the costs, especially for businesses looking to secure a GSA contract as quickly as possible. With a consultant, businesses can avoid costly mistakes and take advantage of a smoother, more streamlined submission and review process.

Use GSA’s FASt Lane Program

For businesses in the Information Technology (IT) sector, the GSA FASt Lane program is an excellent option for speeding up the contract award process. This program is designed specifically for IT-related contracts and enables companies to receive a GSA award in a fraction of the time. By using FASt Lane, businesses can reduce their award timeline by up to 50%, with contracts awarded in as little as 3 to 6 months.

The FASt Lane program is intended to help the government meet its urgent IT needs, and the streamlined process benefits both GSA and the contractor. To qualify for the program, businesses must meet certain criteria, including the ability to support the government’s high-demand IT requirements.

While the program is primarily available for IT-related contracts, businesses in other sectors should keep an eye on future GSA initiatives that may expand these expedited processes to other categories. Until then, companies not eligible for FASt Lane should focus on the other strategies—such as ensuring complete submissions and considering consulting support—to reduce their timeline.

By submitting a complete offer, considering expert help, and leveraging available programs like FASt Lane, businesses can maximize their chances of securing a GSA contract efficiently. Reducing the timeline from over a year to just a few months is possible with the right approach, ensuring businesses can start selling to the U.S. government sooner and more effectively.

Common Pitfalls and How to Avoid Them

While the GSA contract process can be lengthy even under ideal conditions, certain mistakes can further complicate the timeline and potentially result in the rejection of your offer. Understanding these common pitfalls and knowing how to avoid them is crucial for keeping the process on track.

Mistakes in Pricing Information

One of the most frequent errors businesses make when submitting a GSA offer is related to pricing. Mispricing, incomplete pricing structures, or a failure to disclose discounts can lead to immediate delays or even outright rejection of the offer. The GSA requires all pricing to be transparent, fair, and competitive, with clear justifications for how the prices are calculated.

For example, if a business offers a discount to certain clients in the commercial market but fails to disclose this in its GSA offer, it could be seen as withholding information, which is grounds for rejection. Additionally, GSA often engages in price negotiations to secure the best possible rates for the government, and inconsistent or unclear pricing can stall these negotiations.

To avoid pricing-related delays:

• Ensure all pricing is accurate and competitive. Conduct thorough research to understand market rates and how they compare to your offer.
• Disclose any discounts that your business offers in the commercial market. GSA wants to know if similar customers receive lower prices, and transparency in this area can help avoid complications later in the review process.
• Prepare for negotiations by having a clear rationale for your pricing. This allows for smoother discussions with GSA and reduces the chances of prolonged negotiations that could delay the contract award.

Lack of Past Performance Data

For service-based contracts, the GSA places a strong emphasis on past performance. They use this information to assess the reliability, quality, and capability of the business offering the services. Without sufficient past performance data, GSA may question your ability to meet the contract’s requirements, leading to delays or rejection.

In many cases, GSA expects contractors to provide detailed past performance reports, including performance ratings and customer reviews from previous government or commercial contracts. This helps GSA evaluate whether the company has a track record of delivering on its promises and satisfying its clients.

Failing to provide adequate past performance data can result in lengthy back-and-forth communications as GSA seeks additional information to assess your qualifications. This is especially critical for businesses applying for service contracts in areas such as consulting, IT services, and facility management, where performance history is a key consideration.

To avoid delays related to past performance:

• Compile detailed past performance reports from previous clients, especially if you’ve worked on government contracts before. Include performance ratings, customer feedback, and other relevant data that demonstrate your company’s capabilities.
• Provide contact information for past clients who can serve as references. GSA may reach out to verify performance data, so having credible sources to vouch for your business can expedite this step.
• If your business is new and lacks sufficient performance data, consider partnering with more experienced companies or highlighting any relevant commercial work that could serve as a proxy for government experience.

By addressing these common pitfalls—pricing errors and lack of performance data—businesses can avoid unnecessary delays in the GSA contract process. Ensuring transparency and thorough documentation at each step will help keep the timeline on track and improve the chances of securing a GSA award without extended complications.

Final Thoughts and Conclusion: Is There a Guaranteed Timeline?

The typical timeline for receiving a GSA contract award ranges from 6 to 12 months, though this can vary depending on factors like the complexity of the offer and the completeness of the submission. For simpler, well-prepared submissions, the process can be completed within 6 months, while more complex applications may take up to 12 months or more. Programs like GSA’s FASt Lane for IT contracts can reduce the timeline by up to 50%, bringing it down to as little as 3 to 6 months.

In conclusion, while the GSA contract process can be lengthy, it offers significant benefits for businesses looking to enter the government market. Proper preparation and attention to detail are key to reducing delays, but if navigating the process seems daunting, seeking professional help can make a big difference. Price Reporter, founded in 2006, has extensive experience with GSA contracts, having awarded over 1,000 contracts and currently managing more than 1,500 contracts. Our experts can guide you through the process and help avoid common pitfalls, ensuring a smoother and faster path to success.

For assistance, contact Price Reporter at 201.567.6646 or email salesteam@pricereporter.com for a consultation and let us help you achieve success in the government business sector.

FAQ: How Long Does It Take to Receive a GSA Contract Award?

How long does it take to get a GSA contract?

The process typically takes 6 to 12 months, depending on the complexity and completeness of your submission. Programs like FASt Lane can expedite IT contracts, reducing the timeline to 3 to 6 months.

What are the main phases of the GSA contract process?

The process is divided into three phases:

1. Registration and Preparation (1 to 3 months),
2. Submission (3 to 6 months for simpler offers, up to 12 months for complex ones),
3. Review and Negotiation (up to 120 days, potentially longer with revisions).

Why might my GSA contract application take longer?

Delays often arise from incomplete or inaccurate documentation, complex submissions with large product catalogs, administrative issues like SAM registration, or extended pricing negotiations with GSA.

Can a GSA consultant help speed up the process?

Yes, hiring a consultant, such as those at Price Reporter, can reduce the timeline by 30% to 50%. Consultants ensure that your submission is accurate and complete, helping to avoid delays.

5. What is the FASt Lane program, and who can use it?

The FASt Lane program is designed for IT-related contracts, allowing businesses to secure a GSA contract in as little as 3 to 6 months by accelerating the review process.