Task Order Proposals Guide: Winning Work on IDIQ Contracts
Complete guide to writing winning task order proposals. Learn about FAR 16.505 fair opportunity, task order evaluation criteria, rapid response strategies, and how to maximize your success rate on IDIQ contracts.
Quick Answer
Task order proposals are responses to competitions among IDIQ contract holders. Under FAR 16.505, agencies must provide fair opportunity to all holders for orders over $4,500 (exceptions apply). Task orders typically have shorter response times (10-30 days), simplified evaluation criteria, and focus on specific requirements. Success requires preparation, templates, and rapid response capability.
Understanding Task Orders
Task orders are work assignments issued under indefinite-delivery contracts (IDIQs, GWACs, BPAs, MACs). Instead of competing for a new contract, you compete against other contract holders for specific requirements as they arise.
Task order competitions are typically faster, more focused, and less formal than full and open competitions. However, they still require strong proposals that address specific requirements and evaluation criteria.
Task Order vs. Full Competition
Task Order Competition
- • Limited to contract holders
- • Shorter response times
- • Simplified evaluation
- • Often sole source eligible
- • Contract terms pre-established
Full Competition
- • Open to all qualified vendors
- • Months-long process
- • Complex evaluation factors
- • Full proposal required
- • Contract negotiation required
Fair Opportunity Process
FAR 16.505 requires agencies to give all contract holders fair opportunity to compete for task orders over the micro-purchase threshold ($4,500).
Fair Opportunity Requirements
- Notice to all contract holders of the requirement
- Reasonable response time to submit proposals
- Clear statement of requirements
- Evaluation criteria and relative importance
- Fair and impartial evaluation of responses
Exceptions to Fair Opportunity
Agencies can limit competition when:
- • Urgent need exists and only one source can meet timing
- • Only one source is capable of providing the requirement
- • Order is a logical follow-on to a previous order
- • Minimum guarantee to a contractor has not been met
- • National security considerations apply
Evaluation Criteria
Task order evaluations are typically simpler than full contract competitions but still require careful attention to stated criteria.
LPTA (Lowest Price Technically Acceptable)
- • Meet minimum technical requirements
- • Lowest price wins among acceptable offers
- • Common for commoditized services
- • No technical tradeoff analysis
- • Focus on price competitiveness
Best Value Tradeoff
- • Technical merit weighed against price
- • Higher price may win with superior approach
- • Common for complex services
- • Past performance often included
- • Focus on value proposition
Common Task Order Evaluation Factors
Technical Approach
How you'll accomplish the work
Staffing/Key Personnel
Qualifications of proposed team
Past Performance
Relevant experience and references
Management Approach
How you'll manage the effort
Price/Cost
Proposed pricing and realism
Small Business
Subcontracting plan (if applicable)
Writing the Response
Task Order Proposal Structure
Executive Summary
Brief overview of your approach and key discriminators. Often the only section decision-makers read closely.
Technical Approach
Detailed description of how you'll perform the work, addressing each requirement in the SOW/PWS.
Staffing Plan
Key personnel resumes, organizational chart, labor mix rationale.
Past Performance
Relevant contract references with contact information and performance highlights.
Price/Cost Volume
Detailed pricing using contract rates, labor hours, materials, ODCs.
Do
- • Address every requirement in the RFQ
- • Use the evaluation criteria as your outline
- • Be specific to this task order
- • Highlight differentiators from competitors
- • Make it easy to evaluate
Don't
- • Submit generic boilerplate
- • Exceed page limits
- • Ignore instructions
- • Make evaluators search for answers
- • Over-promise capabilities
Rapid Response Strategies
Task orders often have response windows of 10-30 days—sometimes less. Preparation is essential.
Pre-Position Templates
Develop reusable content blocks for common sections: company overview, management approach, QA processes, past performance write-ups.
Standing Team
Identify key personnel in advance. Have resumes ready and commitment letters signed so you can propose quickly.
Price Book
Maintain current labor rates, wrap rates, and pricing spreadsheet templates for quick cost estimation.
Process Discipline
Establish clear roles, deadlines, and review processes. Know who does what so you don't waste time figuring it out.
Typical Task Order Timeline
Pricing Strategies
Contract Rate Compliance
- • Use rates from your contract rate card
- • Don't exceed ceiling rates
- • You can (and should) discount from ceiling
- • Ensure labor categories match SOW requirements
- • Document any rate exceptions
Competitive Positioning
- • Understand competitor pricing tendencies
- • Balance profit margin against win probability
- • Consider incumbent advantages
- • Factor in small business competition
- • Price to win, not just to cover costs
Task Order Protests
GAO Protest Jurisdiction
Consider Carefully
Task order protests can damage customer relationships. Consider whether the issue is worth the relationship cost. Agency-level complaints or debriefing requests may be more appropriate first steps.
Frequently Asked Questions
What's the difference between task orders and delivery orders?
Task orders are for services; delivery orders are for supplies/products. The fair opportunity and proposal processes are similar for both, governed by FAR 16.505.
Can I use past performance from outside my IDIQ?
Yes, unless the solicitation specifically limits references to contract vehicle performance. Use your most relevant experience regardless of the contracting mechanism.
What if I miss the response deadline?
Late submissions are typically rejected without consideration. There is usually no flexibility—task order competitions move fast. Set calendar reminders and build in buffer time.
Should I always respond to task orders on my contract?
No, be selective. Submitting non-competitive responses wastes resources and can hurt your reputation. Do a proper bid/no-bid analysis for each opportunity.
Can I debrief after a task order loss?
For orders over $5.5 million, you can request a debrief within 3 days of award notification. Debriefs provide valuable feedback for improving future proposals.
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