Many prime contractors begin identifying teaming partners in July. This timing aligns with Q4 contract deadlines, which peak before the federal fiscal year ends on September 30. August is when capability statements are reviewed, teaming discussions happen, and decisions get made.

While that’s the common pattern for Q4 awards, timelines vary. Some primes begin teaming in Q1 or Q2 for large, strategic bids. Others form partnerships in September for fast-turnaround simplified acquisitions. The key is this: if you wait until the solicitation drops, you’re already behind.

What drives prime contractor decisions

Primes select partners based on one question—will this help us win? That includes:

• Meeting small business goals like SDVOSB, WOSB, HUBZone, EDWOSB, and 8(a)

• Filling technical or performance gaps

• Reducing proposal risk with solid past performance

• Already being compliant with SAM, DSBS, and required certifications

• Providing a clean, clear capability statement

For contracts over $750,000 in most industries or over $1.5 million in construction, FAR 52.219-9 requires large primes to submit a subcontracting plan. These plans outline how the prime will meet their small business targets, making your certifications and readiness a factor in their evaluation.

The July and August window

July is when primes look ahead to what they’re bidding in September. They check agency forecasts, review expiring contracts, and scan NAICS categories for potential partners. In August, the serious conversations happen. That’s when capability statements get reviewed, teaming agreements are discussed, and final roles are defined.

According to USAspending.gov, Q4 is when federal agencies obligate the highest number of contract dollars. That drives many primes to get their subcontracting teams in place early. But keep in mind, those data points reflect spending obligations, not solicitations. The teaming groundwork is often laid weeks or months before.

Subcontracting happens all year

It’s easy to focus on Q4, but teaming does not stop there. Primes form relationships year-round for recompetes, multi-year contracts, and task orders on existing IDIQs. Some primes bring on new partners in Q1 to plan for the following year. Others team up in Q2 or Q3 to prepare for agency-specific schedules like DHS or NIH.

Early engagement always works in your favor, no matter the quarter.

How to find teaming partners

If you’re looking for potential primes, here’s where to start:

• FPDS.gov: Filter by NAICS, agency, or award amount to find past contract winners

• USAspending.gov: See where funds are obligated and which primes are active

• SBA SubNet: Browse subcontracting opportunities posted by primes

• GSA Subcontracting Directory: Find primes by industry and contact details

• Agency forecasts: Learn what’s coming before it hits SAM.gov

Search by keywords that match your services. Look at the prime’s past awards. Check their websites for small business outreach programs.

What primes need to hear from you

Primes don’t want fluff. They want clarity. In your outreach, lead with:

• A one-line summary of what you do

• Certifications (WOSB, SDVOSB, HUBZone, 8(a), EDWOSB)

• Past performance, commercial or government

• NAICS codes and capabilities that align with the prime

• What opportunity or contract you’re targeting

Keep it short and focused. This is not a sales pitch—it’s a credibility check.

Make your capability statement count

A solid capability statement should include:

• Core competencies in plain language

• Past performance with project size and agency names when possible

• Certifications with expiration dates

• NAICS and PSC codes

• UEI and contact details

• Your differentiators—clearly stated, not buzzwords

Avoid jargon and keep formatting clean. Use bullet points sparingly. Primes should be able to scan the top half and know whether you’re a fit.

The real teaming process

Most teaming relationships follow this path:

1. Initial contact in July based on a forecasted opportunity

2. Capability review in August, often followed by a short call or intro meeting

3. Teaming agreement is drafted, outlining scope, roles, and workshare

4. Proposal submission in September or later

5. Award decision comes through, and the team is ready to perform

Teaming agreements should define each party’s role, percent of workshare, and which sections of the proposal you support. Without that clarity, subcontractors risk being cut out after award.

What primes actually ask in meetings

Internal discussions sound like this:

• Does this firm help us meet small business goals

• Is their SAM and DSBS profile active and complete

• Do they have experience in this scope

• Do they respond quickly and communicate well

• Are we confident they won’t slow us down

If the answer to any of those questions is no, the prime will move on. That’s why first impressions and profile accuracy matter.

Common mistakes subcontractors make

Some mistakes keep coming up:

• Reaching out after the proposal is already submitted

• Using a one-size-fits-all capability statement

• Skipping DSBS or listing the wrong NAICS

• Missing deadlines for SAM renewal

• Not being ready when a prime follows up

Avoiding those mistakes puts you ahead of most contractors chasing the same opportunity.

Compliance and certification details to get right

Primes want low-risk, high-readiness partners. Make sure:

• Your SAM profile is active and renewed annually

• Your UEI and entity details match across SAM and DSBS

• DSBS includes accurate keywords and past performance

• You’re certified under the appropriate programs for 2024 and 2025

For SDVOSBs, self-certification is allowed through December 31, 2024. Starting January 1, 2025, SBA VetCert is required even for subcontracting. Don’t wait to get verified.

Start building prime relationships now. The best opportunities go to firms that are prepared before the proposal is written.

FAQ
View full FAQ page: https://usfcr.com/resources/faq/

When should I start contacting prime contractors

Reach out in July or earlier if you know what opportunities are coming. For Q4 contracts, most primes finalize their teams in August.

Do I need past government experience to be a subcontractor
Not necessarily, but primes prioritize partners with relevant commercial or federal experience. Niche skills help, but you also need past performance and a clean profile.

How do I know if a prime is open to teaming
Check FPDS.gov or USAspending.gov for their past partnerships. Use SubNet and the GSA Subcontracting Directory. You can also reach out directly if you’ve researched their current awards.

What should a teaming agreement include
It should define your scope, percentage of workshare, responsibilities, and who will lead proposal development. This helps avoid disputes and ensures alignment with the prime's strategy.

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