Landing VA contracts is a huge leg up for any veteran-owned business, giving you a real shot at growing in the federal space. The government specifically sets these contracts aside for Veteran-Owned Small Businesses (VOSBs) and Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), which gives you a clear competitive advantage. To succeed, you have to get how federal contracting works and what, specifically, the Department of Veterans Affairs is looking for. So, how do you get your business in a position to actually win these contracts?
Key Takeaways
- Get your veteran-owned business officially verified through the VA’s VetBiz verification program. It’s the only way to qualify for the set-aside contracts.
- You must have an active and complete registration in the System for Award Management (SAM.gov), which means making sure your NAICS codes and all representations are current.
- Use tools like FPDS-NG to dig into past VA contract awards so you can spot their recurring needs and find potential prime contractors to work with.
- Show up and network. Go to VA industry days, meet procurement officers, and build relationships so you know what solicitations are coming down the pipe.
- Write a strong proposal that answers every single requirement in the solicitation and makes a clear case for why your business is the right choice.
1. Verify Your Veteran Status with the VA
First thing’s first: you absolutely have to get your business officially verified. If you skip this, you can’t even bid on the set-aside opportunities that give you an edge. The Department of Veterans Affairs (VA) has an Office of Small and Disadvantaged Business Utilization (OSDBU) that runs the VetBiz verification program. The whole point of this program is to confirm that a service-disabled veteran or a veteran actually owns and controls your business.
To get started, you’ll make an account on the VetBiz portal and start uploading documents. They’re going to want your DD Form 214, articles of incorporation, bylaws, and other legal paperwork that proves a veteran has ownership and, more importantly, operational control. The VA reviewers are thorough and they scrutinize everything, so don’t expect a quick rubber stamp. I’ve seen a lot of businesses get hung up because of small inconsistencies in their operating agreements or because they couldn’t prove the veteran owner was running the day-to-day show. For instance, an application where the veteran has 51% equity but a non-veteran partner makes all the financial and operational calls will probably get denied. It’s a common mistake to think equity is all that matters.
Pro Tip: Seek Pre-Application Review
Before you hit submit, I’d strongly suggest having someone from a veteran business outreach center or the Small Business Administration (SBA) look over your package. They are trained to spot the kinds of problems that can cause major delays or get your application kicked back. Getting a second set of experienced eyes on your paperwork can literally save you months of waiting. I once saw an application rejected over something as simple as an old operating agreement that didn’t match the current ownership structure.
2. Register in the System for Award Management (SAM.gov)
After you get your veteran status verified, your next move is getting registered in the System for Award Management (SAM.gov). This is the government’s main database for contractors, and without an active SAM.gov registration, you can’t get federal contracts or, just as important, get paid. The amount of information they ask for can be a real headache.
You’re going to need your unique entity ID (which SAM.gov now generates for you, replacing the old DUNS number), your company’s Taxpayer Identification Number (TIN), and your banking info for electronic payments. Pay very close attention to your NAICS codes, which are the industry codes that classify what your business does. You should select every single code that applies to your products or services, because if they’re wrong or incomplete, you’ll be invisible when contracting officers search for vendors. Also, take your time with the “Representations and Certifications” section. This is where you formally state your small business status, veteran status, and other federal compliance details, and a single missed checkbox can get you disqualified from a bid.
Common Mistake: Incomplete or Outdated SAM.gov Profile
So many businesses set up their SAM.gov profile and then just forget it exists. The registration expires every single year, and if you let it lapse, you’re immediately ineligible for new awards and can even have payments on current contracts frozen. Put a reminder on your calendar. Beyond that, your business information changes over time, a new address, a different point of contact, or an updated capability statement all need to be reflected on your profile right away. Contracting officers depend on this database being accurate.
3. Research VA Procurement Trends and Needs
You can’t just go in blind. You have to do your homework. That means figuring out what the VA buys, when it buys it, and who it buys from. Your best tool for this is the Federal Procurement Data System – Next Generation (FPDS-NG). It’s a free, public database with detailed info on every federal contract awarded over $25,000. You can use it to search for VA-specific contracts and filter by NAICS code, the type of contract, or even by a specific VA medical center.
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Start looking for patterns in the data. Does the VA buy certain services on a regular schedule? What’s the typical dollar value for those contracts? Who are the big prime contractors that always seem to win? This research helps you find a niche and decide if you should be going after prime contracts yourself or trying to get on a team as a subcontractor. For example, a search for “VA medical equipment maintenance” might show that a few large companies get all the work, which tells you that your best path in might be as a sub. On the other hand, searching for “VA landscaping services, Atlanta” could reveal a bunch of direct awards to local VOSBs, which suggests you have a good shot at being the prime.
4. Network with VA Procurement Officers and Prime Contractors
Even with all the rules and regulations, government contracting is still a people business. Showing up to industry days and matchmaking events put on by the VA or groups like the SBA’s Office of Veterans Business Development is a great use of your time. At these events, you get to talk directly to VA contracting officers, small business specialists, and the prime contractors who are always looking for good subs to team up with.
When you go, be ready with a quick and clear “elevator pitch” that explains what your company does, what problem you solve, and what makes you different. Don’t bring glossy brochures. Bring professional capability statements. A capability statement is a one-page resume for your business that lists your core skills, past work, differentiators, and all your key info like your unique entity ID and CAGE code. Make sure you follow up with people you meet. A quick, polite email reminding them who you are and what you can offer can go a long way.
Pro Tip: Focus on Specific VA Facilities
Instead of trying to market yourself to the entire VA organization, pick a few specific VA medical centers or regional offices where your services are a natural fit and focus your energy there. If you’re in IT support, for example, research the specific needs of the Atlanta VA Medical Center or the Charlie Norwood VA Medical Center in Augusta. A lot of procurement decisions are made at the local level, so building relationships with the staff at those facilities can pay off.
5. Develop a Winning Proposal
When the VA releases a solicitation (often a Request for Proposal or RFP), the proposal you write is your one shot to prove you’re the best company for the job. This is where being detail-oriented really matters. You need to dissect the RFP, read it several times. You have to address every single requirement, instruction, and attachment. One of the most common reasons proposals get thrown out is because the bidder simply failed to follow the instructions to the letter.
Your proposal needs to be clear and persuasive. Go through the Statement of Work (SOW) or Performance Work Statement (PWS) section by section and respond directly to each point. Give specific examples of your past performance that are relevant to what they’re asking for, and quantify your results whenever you can (e.g., “we cut project completion time by 15%”). Show that you understand the VA’s problem and explain how your approach solves it. Don’t just spit the requirements back at them. Explain *how* you’re going to deliver. And definitely mention your veteran-owned status and how that connects to the VA’s mission to serve veterans.
Common Mistake: Generic Proposals
Sending in a generic, “boilerplate” proposal that could be for any government agency is a fast track to the rejection pile. Every VA solicitation is different, and your response has to be custom-built for it. Using generic language just tells the evaluators you didn’t really understand their specific project or what they’re trying to achieve. Take the time to tailor every proposal to show how your team’s specific experience directly helps the VA accomplish its mission.
6. Understand Post-Award Compliance
Winning the contract is a huge deal, but the job isn’t over. The real work starts after the award. Federal contracts, particularly from the VA, have some very strict compliance rules. You’ll need to handle your invoicing correctly, submit reports on time, and follow all the terms and conditions. You need to get familiar with the Federal Acquisition Regulation (FAR) clauses that apply to your contract, because pleading ignorance won’t save you from penalties or even getting the contract terminated.
Keep careful records of every email, deliverable, and financial transaction tied to the contract. It’s a good idea to put one person in charge of managing contract compliance. If it’s a larger contract, you might even want to get project management software to help you track milestones, spending, and reporting deadlines. The VA expects a high level of professionalism. Meeting those expectations gets you positive past performance ratings, which are gold when you’re trying to win your next contract.
Securing VA contracts takes a lot of work, solid preparation, and a real understanding of how federal procurement works. But by getting your status verified, registering correctly, researching opportunities, networking, writing targeted proposals, and staying on top of compliance, veteran-owned businesses can definitely succeed in this market and play a big part in supporting our nation’s veterans.
What’s the real advantage of being a verified VOSB or SDVOSB for VA contracts?
The main advantage is getting access to contracts that are set aside just for you. The VA is required by law to award a certain percentage of its contracts to VOSBs and SDVOSBs, which means you’re competing against a much smaller pool of businesses than in the open market.
How often do I have to renew my SAM.gov registration?
You have to renew your SAM.gov registration every single year. If you don’t, your profile becomes “inactive,” and your business will be ineligible to receive new federal contracts or payments on existing ones.
What are NAICS codes and why do they matter for VA contracting?
A NAICS (North American Industry Classification System) code is just a number the government uses to classify businesses by industry. They matter because government agencies use these codes to find companies that provide the services they need and to set aside contracts for small businesses in specific industries.
Can I go after VA contracts if I’m not big enough to be a prime contractor?
Absolutely. A ton of veteran-owned businesses get their start and find a lot of success by working as subcontractors for larger prime contractors. You can find these opportunities by networking at industry events and digging through award data on sites like FPDS-NG to see who the primes are.
Where do I find open VA contract solicitations?
The main place to look is on SAM.gov, in the “Contract Opportunities” section. You can search for open VA solicitations using filters like the agency name, NAICS codes, and keywords to narrow down the results.
