As we approach the end of the fourth quarter, please be wary of the call which starts with, "I need a quote in the next few hours..." and it continues with a perfect listing of the contracting officer's needs. If you didn't write the specifications for this need, you are probably being "shopped" or you are receiving a "September bid." The government's fiscal year begins October 1st and ends September 30th. If agencies don't spend all of their allocated money, they will "lose" it in the next budget so many last minute decisions are made over money "found" in the last quarter of the fiscal year.

In spite of the spending frenzy that goes hand in hand with the fourth quarter of each fiscal year, contracting officers and specialists still need to follow the rules. Under procurement regulations, they need to obtain three quotes prior to making their purchase. If you were the contractor that wrote the list of needs, you will probably be the lucky winner. However, a victory is not guaranteed if you didn't establish a relationship with the agency or buyer well before September 15th. If you haven't dealt with the agency, person or opportunity before receiving their unexpected call, you may want to take a moment to uncover the real story from the contracting officer or specialist. The best way to get to the bottom of the story is to politely ask the "Four W's and One H" list of questions.

* Who are you?

* What agency are you from and what do you need?

* Where do you require delivery of the product or service?

* When do you require delivery of the product or completion of the service?

* How did you find out about my organization?

These five questions will help you discern whether the request is a true business opportunity or a wild goose chase. Often the contracting officer will reply, "I just need a quote for the file. If you can't do the work, just write me a letter stating as such for my file."

In many situations, it is obvious the buyer or contracting officer had someone in mind for the project and that someone was not you. Nonetheless, this is a perfect opportunity to shine. Converse with them and show them you understand the "game" of doing business with them. If you understand that the request for quote is just to help them "fill the file" and not award you the business, bargain with them for an appointment so you will be the first in line for the next opportunity. You will find that this game goes on over and over again. The angry contractor who doesn't show they "get it" will never receive a call again.

In a contracting emergency, many people from contracting make a flurry of phone calls comparing prices against the businesses to whom or which they plan to award the business. Remember that you are getting a call from these government employees simply to paper their file. If they really need you, they will talk to you on the phone and give you all the details of the challenge and help you win the business. You won't need intuition to "read" between the lines. The buyers will be begging for you to move forward to assist them in a pinch.

A great way to get someone in contracting to open up is to ask them "What is the situation?" How can I help? Can you show me the ropes on your paperwork and I'll get to work taking care of your emergency?" Follow up with fair pricing based on the situation and coach them through what to expect from you in terms of delivery. The buyer may not have purchased your type of service or product before and may need some education on delivery and installation timelines.

Open communication, understanding "the game" and great delivery follow through will win you respect and opportunities for years to come.