Anyone can Spend Money, but do you Know What it Takes to be a Buyer?

It can be a daily challenge for buyers to navigate the intricate rules and regulations that govern government procurement in the United States. The complex web of regulations and policies is to ensure the process of acquisition is fair, open, and accountable. But for those responsible for purchasing goods and services using government funds, these rules and restrictions can frequently seem like an obstacle course laden with climbing walls, cargo nets, balance beams, and mud pits.

One of the primary reasons why being a buyer for a government contractor is so challenging is the sheer volume of rules and regulations that must be followed. Federal procurement is governed by a heap of statutes, regulations, executive orders, and agency-specific guidelines. These include the Federal Acquisition Regulation (FAR), which contains over 1,800 pages of rules governing everything from contract formation to contract administration.  Add to the FAR the Department of Defense’s (DoD) Defense Federal Acquisition Regulations Supplement (DFARS), Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS), or even the Department of Energy (DOE) Acquisition Regulations (DEAR), and it comes as no surprise that being a buyer for a government contractor is one of the most stressful, overwhelming, and often under-appreciated positions in a company.  

There’s Risk Involved

Compliance with procurement regulations requires a deep understanding of legal and procedural nuances, as well as the ability to navigate complex documentation and processes. Failure to adhere to these requirements can result in severe consequences not only for the company but also for you, the buyer.  SpendLogic’s SpendFile was built to help buyers avoid those consequences by creating a logic-based system that triggers documentation requirements based on a procurement’s dollar value, procurement type, competitiveness, commerciality, etc.

You’d Better Be a Good Storyteller

The emphasis on transparency and accountability means that every step of the procurement process must be thoroughly documented and justified. This not only adds to the administrative burden but also increases the level of frustration for buyers’ internal and external customers.  SpendLogic has built-in internal workflows that allows buyers to assign certain procurement-related functions to certain stakeholders such as source justifications, FFATA reporting, etc.  By doing this, each stakeholder gains an understanding of at least one of the MANY documentation requirements with which buyers must comply.

Every Vendor Wants Your Attention

Furthermore, the government and contractor’s preference for established vendors with a proven track record of past performance can make it difficult for many new or small businesses to break into the federal market not to mention the extensive requirements for registration in SAM, certifications, and past performance evaluations.  These barriers for entry into doing business with the federal government deter smaller firms from getting into the game.  This has an effect on competition which then affects prices – and not in a good way. 

The Only Constant is Continuous Change

Buyers must also contend with evolving regulatory requirements and changing priorities. Government policies and priorities typically shift with changes in administration, leading to updates and revisions in procurement regulations.   Staying abreast of these changes requires constant vigilance and ongoing training, adding another layer of complexity for buyers.  SpendLogic monitors changes in regulatory requirements and communicates updates to its customers as well as updates the SpendLogic tool ensuring customers have the most up-to-date information.

Let SpendLogic Simplify Your Daily Work

Being a buyer at a government contractor is a challenging endeavor that requires a high level of expertise, patience, and attention to detail. Navigating the complex maze of rules and procedures, ensuring compliance, and managing the procurement process from start to finish can be a daunting task. However, by upgrading your company’s documentation process to SpendLogic means having:

• Logic-based dynamic checklists that are always up to date with regulations
• TurboTax-like automations for Price Analysis, Source Justification, and even Commerical Determinations to help tell a standardized story, faster
• Peer, Management, and Compliance review workflows to improve turnaround times
• Metrics on workload, throughput, and compliance to ensure success when auditors come knocking