Federal Contracting Roadmap & Resources

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Federal Contracting Roadmap & Resources

This interactive guide will help you understand the roadmap and milestones to help your business pursue and win federal contracts. We have separated this roadmap into 5 phases with specific recommendations as your business grows.

Business Start-up

For brand new businesses and those that are still just an idea, this guide helps you with the initial steps.

Growth & Development

For established businesses starting to grow, or emerging businesses entering a new market.

Federal Contracting Preparation

For well-established businesses laying the groundwork for a first foray into federal contracting.

Small Business Contracting Programs

Ready to bid on federal contracts? Let these programs support your growth.

Mature as a Federal Contractor

Continue to build on your success as an experienced federal contractor.

Using this roadmap

Find the section below that corresponds to the progress your business has made, and complete the questionnaire to find advice for growing your federal contracting business.

Business Startup Growth & Development Federal Contracting Preparation Small Business Contracting Programs Mature as a Federal Contractor

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Business Start-up Guide

For new business owners and entrepreneurs with an idea and a dream, this guide can walk you step-by-step through the process of starting a business.

Step 1 of 2

50%

Have you chosen a structure for your business?(Required)

The structure you choose for your company effects your liability and how you are taxed. You can start a sole proprietorship, LLC, Corporation or Partnership.

Yes

Have you registered your business in Hawaii?(Required)

To start a business in Hawaii, you'll first need register the business name with Hawaii's Department of Commerce and Consumer Affairs.

Yes

Have you obtained a Federal EIN for your business?(Required)

An Employer Identification Number is necessary for many aspects of conducting business including setting up your business bank account.

Yes

Are your corporate documents finalized?(Required)

New businesses need to develop and execute a series of legal documents underpinning the organization.These may include Articles of Organization, an Operating Agreement, Company Bylaws and Employment and Non-disclosure agreements.

Yes

Is your business insured?(Required)

There are many types of insurance for businesses, and each protects from different types of risk. Nearly all businesses will need a General Liability policy to protect against personal injury claims. Many services businesses will also get a Professional Liability insurance. A company with facilities and equipment will need coverage to protect those assets.

Yes

Have you opened a business bank account?(Required)

You will need an EIN and your founding business documents to setup a bank account for your business.

Yes

Do you have an accounting system?(Required)

Most small businesses today use online accounting software to track finances.

Yes

Do you have all necessary licenses for your business.(Required)

Many industries are regulated by the Department of Commerce and Consumer Affairs and require a license, registration, certificate, or permit to conduct business in Hawaii. Review the DCCA's full list of regulated industries to see if your business needs a license.

Yes

Have you developed company policies and administrative systems?(Required)

Your new business will need to document company policies, often in an employee handbook. Some small business owners choose to handle their own HR and payroll, while others use outside vendors. How quickly you expect to increase staffing is a key consideration.

Yes

Have you written a business plan?(Required)

Writing a business plan can help a business owner think through the strategic decisions, market positioning, competitive advantages and revenue model of the new business. The Small Business Administration offers a helpful video guide for writing a business plan.

Yes

Have you obtained necessary funding and resources?(Required)

Many small business owners turn to friends and family for initial seed capital. As the business grows, you may consider whether to finance the company with debt, such as applying for an SBA loan, or to finance with equity by pitching your company to angel investors.

Yes

Congratulations

It looks like you've completed all of the recommended steps on your business startup journey. You are ready to proceed to the Growth & Development phase where you will see the steps you need to take to expand.

Business Startup Resources

As you build your business, the resources below will help you finish the remaining tasks to begin the next phase of business growth.

Choosing a business structure

The structure you choose for your company effects your liability and how you are taxed. You can start a sole proprietorship, LLC, Corporation or Partnership.

SCORE Hawaii provides guidance to entrepreneurs and created this article about the advantages and disadvantages of each business type.

Business Law Corps offers a number of resources to assist business owners with this decision, including this video explanation.

Registering a business in Hawaii

To start a business in Hawaii, you'll first need register the business name with Hawaii's Department of Commerce and Consumer Affairs. Whether you decide to start a sole proprietorship, LLC, Corporation or Partnership, filings can be completed online.

Hawaii's Business Action Center can be a great resource.

Obtaining a Federal EIN

An Employer Identification Number is necessary for many aspects of conducting business including setting up your business bank account.

You can register for an EIN online with the IRS: Get a Federal EIN

This SBA guide explains the full process.

The Business Action Center offers more resources for business owners.

Execute Corporate Documents

New businesses need to develop and execute a series of legal documents underpinning the organization. These may include Articles of Organization, an Operating Agreement, Company Bylaws and Employment and Non-disclosure agreements.

An attorney or business advisor can assist you in creating these documents. SCORE Hawaii offers more information on documents you may need. SCORE's Small Business Resource Library has additional resources.

Business Law Corps offers free legal document templates that you can use as examples.

Get necessary insurance

SCORE Hawaii has more information about business insurance policies, or you can consult with an insurance agent.

SBA also offers advice on getting business insurance.

Open a business bank account

You will need an EIN and your founding business documents to setup a bank account for your business.

Knowing they may need to seek business loans or lines of credit in the future, many business owners will establish an account with a local bank or credit union to help establish a relationship.

SBA offers advice for small businesses opening bank accounts.

Setup an accounting system

Most small businesses today use online accounting software to track finances.

Among the most popular are Quickbooks, Freshbooks, Xero and Wave. You may also want to hire an accountant or bookkeeper to setup and manage your accounting.

SCORE has created and extensive E-book on the fundamentals of small business finance.

SBA offers additional suggestions for managing finances.

Obtain required licenses

There are also federal licenses required for businesses in certain industries.

Develop company policies and administrative systems

SCORE offers a complete guide for creating and employee handbook, and also some additional resources of what to include.

Write a business plan

The Hawaii Small Business Development Center regularly hosts online seminars on how to write a business plan.

SCORE also offers resources for business planning.

Obtain necessary funding

The U.S. Small Business Administration offers a number of loan program for small businesses. Business borrowers should review the Five C's of Credit to understand the approval process.

For those seeking equity investment, an investor pitch deck uses information from the business plan in a PowerPoint presentation describing the business and it's expected financial success.

Growth & Development Guide

Step 1 of 2

50%

Have you conducted market research?(Required)

Market research an help you understand the size of your potential market and what customers are looking for in a product or service.

Yes

Have you created a business development strategy?(Required)

Your business development and sales strategy should be carefully planned to help your business grow at a rate you can maintain.

Yes

Have you developed a marketing plan?(Required)

Your marketing plan will cover all aspects of your marketing strategy including branding, advertising and pricing.

Yes

Have you successfuly made sales and secured contracts to establish a record of successful performance?(Required)

Your first sales can be the most challenging as you enter a market without a demonstrated history of performance.

Yes

Have you obtained additional capital resources?(Required)

A line of credit or issuance of a bond can provide the funds to expand your capacity as your business grows.

Yes

Congratulations

It looks like you've completed all of the recommended steps on your business startup journey. You are ready to proceed to the Federal Contracting Preparation phase where you will see the steps you need to take to further your growth.

Growth and Development Resources

As your business continues to grow, the resources below will help you finish the remaining tasks to begin the next phase of preparation for federal contracting.

Conduct Market Research

Develop your Business Development and Sales Strategy

Your business development strategy determines how you create and manage a pipeline of potential customers. Your sales strategy explains how you will close individual deals. The US Chamber of Commerce created a how-to for writing a Business Development Strategy.

Develop and Implement a Marketing Plan

Your marketing plan will take the marketing section of your business plan and expands on your plans for marketing. The SBA has a guide and sample marketing plan to help you create your own.

Get your first contracts or sales to establish a record of successful performance.

If you are struggling to make your first sales or get your first contract, a mentor may be able to help you overcome this hurdle. Hawaii SCORE can connect you with volunteer mentors to provide advice.

Obtain additional capital

To support your growing business, you may need additional funds to expand your staff or buy assets and equipment to increase capacity. SBA can help you understand your options and may even guarantee your loan.

Federal Contracting Preparation Guide

Step 1 of 2

50%

Have you done any market research?(Required)

It could provide critical information about your market and your business landscape. It can give you insight to how your company is perceived by your target customers or clients.

Yes

Do you have knowlege about Federal Regulations and the Federal Acquisition Process?(Required)

The Federal Acquisition Regulation is also referred to as"FAR" and it governs the process which Federal agencies acquire services as well as supplies. It promotes equal and uniform policies and procedures for acquisition for all federal agencies.

Yes

Have you defined a plan for Business Development and Capture Management Strategies?(Required)

These strategies involve gathering insight, building connections, developing competitive intelligence and strategizing on how to win future request for proposal (RFP) opportunities.

Yes

Have you developed and implemented a marketing plan for selling to the Federal Government and Specify: Government Customers, Creat a Capabilities Statment?(Required)

Yes

Do you have a Primary and Secondary NAICS Codes?(Required)

A business will generally have a primary NAICS code, but it can also have multiple NAICS codes if it sells multiple products and services.

Yes

Have you obtained additional Capital/ Resources (i.e. Line of Credit, Bonding)?(Required)

Generally speaking, an increase in capital resources can impact the economy positively. That’s because a higher investment in capital resources usually results in a more productive output for companies. Some examples include; office buildings, tools, production processes and vehicles.

Yes

Have you set up an account on SAM.gov?(Required)

System for Award Management (SAM) is the U.S. Government system for federal procurement. Registration is now required for all federal contractors at the time they submit bids for government contracts.

Yes

Do you know how to Register a New Entity on SAM.gov?(Required)

SAM.gov assigns a Unique Entity ID to each company that is registered to do business with the federal government. You must have an active entity registration in SAM.gov to receive a federal contract or federal assistance. SAM.gov is a central site for management of government awards. There is no charge to register or maintain your entity registration record in SAM.gov.

Yes

Have you networked and developed partnerships?(Required)

Your contacts at other companies in your industry can help you understand the competitive marketplace. Partnerships with larger companies in your industry can provide a good opportunity to gain experience.

Yes

Have you established any Relationships with Potential Government Customers/Contact OSDBUs?(Required)

Establishing relationships with potential government customers can help you understand what opportunities and challenges your company may face. In addition, each federal agencies maintains an Office of Small and Disadvantaged Business Utilization (OSDBU) intended to help small businesses compete for federal contracts.

Yes

Have you secured subcontracts on Federal Contracts?(Required)

Subcontracting is a great way to gain experience, earn additional revenue and make additional contacts at Federal agencies.

Yes

Have you developed any Contract Management System/Policies?(Required)

A contract management system can help business development and legal counsel teams collaborate on the contract creation and approval process to meet contracting deadlines.

Yes

Has your company continued to build a successful record of performance?(Required)

It is advantageous to set goals and expectations, assess progress, provide feedback, and improve each employee’s knowledge, skills and ability to perform. When seen as an ongoing process it becomes effective in achieving its purpose.

Yes

Congratulations

It looks like you've completed all of the steps to prepare for federal contracting. Please proceed to the next step to find out more about Federal Contracting Programs.

Federal Contracting Preparation Resources

The resources below can help you move forward as you prepare to bid on federal contracts.

Conduct Market Research

Market research will help you understand the market for your products and services, determine the competitive landscape, and learn where you may be able to develop a competitive advantage. market research guide from the SBA can help you get started. At this stage your research should focus on understanding the market for potential federal contracts in your industry.

Learn about Federal Regulations and the Federal Acquisitions Process

The federal government offers Procurement Technical Assistance Centers designed to help businesses navigate this complex process. All assistance and training are free of charge. Visit HI-PTAC for more information on their services.

Develop Business Development and Capture Management Strategies

Develop and Implement a Marketing Plan for Selling to the Federal Government and Specific Government Customers, Create a Capabilities Statement

Determine Primary and Secondary NAICS Codes

A business will generally have a primary NAICS code, but it can also have multiple NAICS codes if it sells multiple products and services. You can find your NAICS codes by using NAICS Association's keyword search or the drill down table.

Obtain Additional Capital/Resources

Set Up Account on SAM.gov

Register Entity on SAM.gov

When you register your business on SAM.gov, you will be assigned a Unique Entity ID which replaces the previous DUNS numbers. Get your new Unique Entity ID from SAM.gov.

SAM.gov has created an extensive checklist to help you collect all of information you will need to register an entity.

Network and Develop Partnerships

Establish Relationships with Potential Government Customers/Contact OSDBUs

Secure Subcontracts on Federal Contracts

Develop Contract Management System/Policies

A contract management system can help business development and legal counsel teams collaborate on the contract creation and approval process to meet contracting deadlines. This article from Thomson Reuters may be helpful to understanding the goals and benefits of contract management systems.

Continue to Build Successful Record of Performance

Whether through sales to private companies, subcontracting on state or federal contracts or direct contracting with the federal government, every job you complete is further evidence of your company's capabilities to support future sales. Keep up the good work!

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Small Business Contracting Programs Guide

Step 1 of 2

50%

Have you determined Eligibility Requirements and Decided What Programs are Right for Your Business?(Required)

Small businesses must meet some basic requirements before competing for government contracts.

Yes

Do you understand the Small Business Program Compliance Requirements?(Required)

As your business evolves, you are required to file specific information to notify the state of any changes. Many business owners may loose sight of these requirements and fail to realize they haven’t met compliance requirements.

Yes

Have you applied for Small Business Program(s)?(Required)

You can increase your chance of winning a government contract by researching the federal marketplace and taking advantage of the resources available to you.

Yes

Have you maintained compliance with Program Regulations?(Required)

You must provide proof of compliance in order to receive contracts worth $2,500 or more with state and county government entities in Hawaii.

Yes

Have you pursued, set-aside and sole-source opportunities?(Required)

These are opportunities that can be awarded to a business without having to undergo a competitive bidding process. This helps the federal government meet its small business contracting goals.

Yes

Have you explored Mentor Protégé and Joint Venture opportunities?(Required)

Mentors have access to small business contracting opportunities that they wouldn’t have otherwise, and protégé companies can gain the ability to expand their business and compete for contracts that would typically be out of reach.

Yes

Have you developed a Strategy to Maximize Program Opportunities?(Required)

Business strategies are practical actions that communicate how a business plans to reach its goals.

Yes

Congratulations!

It looks like you have completed all of the milestones in this section and are ready to Mature as a Federal Contractor

Resources for Small Business Contracting Programs

Below you will find resources that may help as you pursue opportunities for growth using Small Business Contracting Programs.

Determine Eligibility Requirements and Decide What Program is Right for Your Business

There are many U.S. Small Business Administration contracting assistance programs available. These programs can be based on your business’ size, location, type of business, and much more. Find a program that is right for you and connect with a local support agency to help you navigate through the system.

Understand Small Business Program Compliance Requirements

Work directly with an SBA program specialist, PTAC counselor, SBDC advisor, or MBDA consultant. These agencies are government-funded to provide resources to the small business community to navigate through the confusing system of government contracting and to help small businesses succeed in securing these contracts. The individuals you work with have many years of experience, and also have access to a larger network of resources to help answer your questions.

Apply for Small Business Program(s)

Continue working with the SBA, PTAC, SBDC, MBDC, and other agencies to put your application together.

Maintain Compliance with Program Regulations

Pursue Set Aside and Sole Source Opportunities

Connect with local contracting command’s small business offices for current opportunities.

U.S. Army Corps of Engineers
NAVFAC Pacific
NAVFAC Hawaii
NAVSUP

Explore Mentor Protégé and Joint Venture Opportunities

The SBA Mentor-Protégé program can help you connect with experienced contractors for guidance, support and networking opportunities.

Develop Strategy to Maximize Program Opportunities

Continue working with the SBA, PTAC, SBDC, MBDC, and other agencies to determine what other programs fit your needs.

Mature as a Federal Contractor

Step 1 of 2

50%

Have you continued to Develope a Marketing Strategy and Build Partnerships?(Required)

Now that you have had some experience as a small business or entrepreneur, you should continue to set goals to sustain and grow the business.

Yes

Have you continued to Develop/Build Business Development/Capture Management Strategy(ies)?(Required)

Yes

Have you continued to Build a Record of Successful Performance?(Required)

Yes

Have you obtained Additional Capital /Resources?(Required)

Yes

Congratulations

You have completed the Federal Contracting Program. We hope this roadmap has been helpful as your business expands.

Resources as you mature as a Federal Contractor

Below you will find resources that may be helpful as you continue to mature as a federal contractor.

Continue to Develop Marketing Strategy and Build Partnerships

One way to build partnerships is to connect with applicable trade or professional groups such as:

Chamber of Commerce Hawaii
National 8(a) Association
HUBZone Contractors National Council

Continue to Develop/Build Business Development/Capture Management Strategy(ies)

You may benefit from additional training opportunities. SBA offers 7(j) Management and Technical Assistance program which provides business owners with executive education and one-on-one consulting.

Continue to Build Record of Successful Performance

As you complete contracts you can monitor your performance using the Contractor Performance Assessment Reporting System, CPARS.

Obtain Additional Capital/Resources

Your company may want to explore non-traditional banking options. In Hawaii, the Hawaii Capital Access Program provides loans and other opportunities for companies.

Supported by DBEDT

The Hawaii Defense Alliance is established by the State of Hawaii Department of Business Economic Development and Tourism (DBEDT). For more information about DBEDT’s Hawaii Defense Economy project visit DefenseEconomy.hawaii.gov.

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