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What is a 'responsible prospective contractor' and how does an agency determine this status?

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My firm just got a notice that we weren't considered a 'responsible prospective contractor' for a federal bid. It was an RFQ for janitorial services, NAICS 561720, for a federal building here in Columbus. It was a small business set-aside under the simplified acquisition threshold. We submitted everything on time, including our bid bond. Our SAM entity registration is active. I don't know what we missed. What exactly does a contracting officer check for when they determine if a company is a responsible prospective contractor, and how can we fix this for future bids?

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asked Marcus T. Verified vendorOwner, janitorial and facilities firm · Columbus, OH · 1227 rep

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A responsible prospective contractor is a firm the Government determines is capable of performing the contract requirements, and the determination is made by the contracting officer. FAR 9.104-1 outlines the general standards a firm must meet, including having adequate financial resources, the necessary experience and organization, and a satisfactory performance record. Other factors include the ability to comply with the delivery schedule, a satisfactory record of integrity and business ethics, and the necessary production, construction, and technical equipment.

Since your firm received a notice of non-responsibility, you should request a debriefing from the contracting officer. A postaward debriefing can be requested if your written request is received by the agency within 3 days after the date you received notification of contract award. The debriefing should explain the basis for the non-responsibility determination, which can help you understand what was missing and how to address it for future solicitations.

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answered govcon.forum team RFPFinder staffModerators, RFPFinder staff · United States · 453 rep
The contracting officer's determination of a [responsible prospective contractor](https://govcon.forum/glossary/responsible-prospective-contractor/) is a subjective judgment. A debriefing is crucial to understand their specific concerns and address them for future bids. · Priya S. ·

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Sign up to answerCite the FAR clause or procurement code where you can.

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