Understanding the Importance of Site Visits

Federal contracting can be highly competitive, and one of the most overlooked strategies for success is attending site visits. A site visit is your opportunity to walk the grounds, meet the project manager, and see firsthand what the job requires. Skipping it might save time in the short term, but it could cost you the contract in the long run.

Think of it this way: would you build a house without ever seeing the lot? Probably not. The same principle applies to federal contracts. A thorough site visit gives you insights that just aren’t possible through documents and specifications alone.

How Skipping a Site Visit Can Cost You

Missing out on a site visit can put you at a major disadvantage for several reasons:

Inaccurate Cost Estimates: Without seeing the actual site, it’s easy to underestimate the time, materials, or labor needed. This could lead to submitting a bid that’s either too high to be competitive or too low to cover your expenses.
Surprise Challenges: You might miss critical details that affect the job, like restricted access points, terrain issues, or site-specific regulations.
Missed Opportunities for Clarification: Site visits are usually accompanied by a Q&A session with the contracting officer. Not attending means losing out on answers that could directly impact your bid.
Reduced Credibility: Contracting officers often view site visit attendance as a sign of commitment and professionalism. Missing it might suggest a lack of preparation or seriousness about the project.

Foret Contracting Group, LLC

One great example of why site visits matter comes from Foret Contracting Group, LLC, a small construction and landscaping business. Foret sought to expand into the federal marketplace and won a contract for grounds maintenance at the U.S. Coast Guard Base New Orleans. Before submitting their bid, they made sure to attend the site visit, giving them the knowledge they needed to assess landscaping conditions, access points, and equipment requirements. This proactive step helped them submit a more accurate and competitive bid, ultimately securing the contract.

Tips for Making the Most of Your Site Visit

Here are some quick tips to maximize your site visit:

Prepare Questions in Advance: Go through the solicitation and identify any unclear points.
Take Detailed Notes and Photos: You’ll want to review these while drafting your bid.
Observe the Surroundings: Note things like traffic patterns, weather conditions, or any other factors that could impact project logistics.
Network with Other Attendees: You might gain insights from peers who have done similar work.
Follow-up: If the contracting officer offers a chance to submit questions afterward, take advantage of it.

FAQ

Q1: Is a site visit mandatory for every federal contract?
No, not all contracts require a site visit. However, if the solicitation includes one, it's highly recommended that you attend.

Q2: Can I still bid if I miss the site visit?
Yes, but your bid may lack details that competitors who attended might include, putting you at a disadvantage.

Q3: Are site visits recorded or documented?
Sometimes, contracting officers may release notes or clarifications after the visit. Always check the solicitation for updates.

What’s Next?

If you’re serious about winning federal contracts, don’t skip the site visit. It’s your chance to gain a competitive edge by submitting a bid that’s accurate, thorough, and well-informed. Ready to boost your bidding strategy? Get started with USFCR’s training programs and make every bid count.

Federal Contracting Readiness Quiz - USFCR