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From Application to Award: The Complete Defense Contracting Timeline

A detailed timeline of the defense contracting process, from initial registration to contract award, with tips for each stage.

KDM & Associates
December 25, 2025
10 min read
Defense ContractingTimelineProcessSmall Business

Winning a defense contract is a process, not an event. From initial registration to contract award, the journey typically takes 6-18 months for first-time contractors. Understanding the timeline helps you plan resources, set expectations, and avoid common delays.


The Complete Timeline


Phase 1: Foundation (Months 1-3)


Month 1: Registration and Setup

  • Register on SAM.gov (2-4 weeks for processing)
  • Obtain UEI (Unique Entity Identifier)
  • Identify appropriate NAICS codes
  • Register for DSBS (Dynamic Small Business Search)
  • Set up an accounting system compliant with FAR Part 31

    • Month 2: Capability Development

  • Develop your capability statement
  • Create your company profile on SAM.gov
  • Research contract opportunities on SAM.gov
  • Identify target agencies and buying offices
  • Begin CMMC preparation

    • Month 3: Market Research

  • Attend industry days and pre-solicitation conferences
  • Connect with Procurement Technical Assistance Centers (PTACs)
  • Research prime contractors in your industry
  • Join relevant industry associations
  • Begin building relationships with contracting officers

    • Phase 2: Certification and Qualification (Months 3-6)


    Months 3-4: Small Business Certifications

  • Apply for relevant certifications:

    • - 8(a) Business Development Program (90-day processing)

    - HUBZone certification (60-90 days)

    - SDVOSB verification (30-60 days)

    - WOSB certification (30-60 days)

  • Obtain quality certifications (ISO 9001, AS9100D)

    • Months 4-6: CMMC Certification

  • Complete CMMC Level 1 self-assessment
  • Submit SPRS score
  • Begin Level 2 preparation if needed
  • Engage C3PAO for assessment scheduling

    • Months 5-6: Financial Preparation

  • Establish compliant accounting system
  • Obtain bonding capacity (if needed)
  • Secure adequate insurance coverage
  • Establish banking relationships for government payments
  • Consider DCAA pre-award audit preparation

    • Phase 3: Opportunity Pursuit (Months 4-9)


    Month 4-5: Opportunity Identification

  • Set up SAM.gov saved searches for relevant opportunities
  • Monitor GovWin, Bloomberg Government, or similar platforms
  • Track upcoming solicitations through agency forecast tools
  • Identify opportunities through prime contractor portals

    • Month 6-7: Pre-Proposal Activities

  • Attend pre-solicitation conferences
  • Submit questions during Q&A periods
  • Form teaming arrangements if needed
  • Begin gathering past performance references
  • Develop pricing strategies

    • Month 7-9: Proposal Development

  • Respond to Request for Proposal (RFP)
  • Develop technical approach
  • Prepare management plan
  • Create cost/price proposal
  • Compile past performance volume
  • Submit proposal by deadline

    • Phase 4: Evaluation and Award (Months 9-15)


    Months 9-11: Government Evaluation

  • Government evaluates proposals (typically 60-120 days)
  • May receive Evaluation Notices (ENs) or Clarification Requests
  • Respond to any government questions promptly
  • May participate in oral presentations
  • May receive request for Final Proposal Revision (FPR)

    • Months 11-13: Source Selection

  • Source Selection Authority makes award decision
  • Pre-award survey may be conducted
  • Responsibility determination completed
  • Award notification issued

    • Months 13-15: Post-Award

  • Receive contract award
  • Attend post-award conference
  • Set up contract administration
  • Begin performance
  • Establish reporting requirements

    • Phase 5: Contract Execution (Ongoing)


    First 30 Days:

  • Kick-off meeting with contracting officer
  • Establish communication protocols
  • Set up invoicing and payment procedures
  • Begin deliverable production
  • Assign key personnel

    • Ongoing:

  • Deliver on contract requirements
  • Submit required reports
  • Manage subcontractors
  • Track costs and schedule
  • Maintain compliance with all contract terms

    • Timeline Accelerators


    Ways to Speed Up the Process


  • Pre-register on SAM.gov before you need it
  • Get certified early — Don't wait for a specific opportunity
  • Build relationships before solicitations are released
  • Maintain a proposal library of reusable content
  • Use GSA Schedule for faster procurement (if applicable)
  • Pursue sole-source opportunities through set-aside programs
  • Start as a subcontractor to gain past performance quickly

    • Common Delays and How to Avoid Them


    DelayTypical ImpactPrevention

    |-------|---------------|------------|

    SAM.gov registration issues2-4 weeksRegister early, verify informationMissing certifications2-6 monthsStart certification process immediatelyAccounting system deficiencies1-3 monthsImplement compliant system from day oneInadequate past performanceDisqualificationStart with subcontractingProposal quality issuesRejectionInvest in proposal writing capabilityCMMC gapsContract ineligibilityBegin CMMC preparation now

    Types of Contract Vehicles


    Simplified Acquisition (Under $250,000)

  • Fastest path to a contract
  • Less formal evaluation process
  • Good for building past performance
  • Often set aside for small businesses

    • Full and Open Competition

  • Standard competitive process
  • Formal proposal evaluation
  • Longer timeline (6-12 months from solicitation to award)
  • Highest dollar value opportunities

    • GSA Schedule

  • Pre-negotiated pricing and terms
  • Streamlined ordering process
  • Requires GSA Schedule contract (6-12 month process)
  • Access to billions in government spending

    • Indefinite Delivery/Indefinite Quantity (IDIQ)

  • Master contract with task order competition
  • Multiple award contracts common
  • Ongoing opportunities over contract period (typically 5-10 years)
  • Requires winning the initial competition

    • Conclusion


    The defense contracting timeline is long but predictable. By understanding each phase and preparing in advance, you can minimize delays and maximize your chances of success. The key is to start now—every month of preparation brings you closer to your first contract award.



    Ready to Take the Next Step?

    Whether you're a small manufacturer seeking defense contracts, a government buyer looking for qualified suppliers, or a business owner pursuing CMMC certification, KDM & Associates and the V+KDM Consortium are here to help.

    Join the KDM Consortium Platform today:

    Register as Supplier (SME)Register as Government Buyer

    Schedule a free introductory session to learn how we can accelerate your path to government contracting success.


    Whether you're a small manufacturer seeking defense contracts, a government buyer looking for qualified suppliers, or a business owner pursuing CMMC certification, KDM & Associates and the V+KDM Consortium are here to help.


    Join the KDM Consortium Platform today:


  • [Register as a Supplier (SME)](/register?type=sme) — Get matched with government contract opportunities, access capacity-building resources, and connect with prime contractors.
  • [Register as a Government Buyer](/register?type=buyer) — Discover qualified, defense-ready small businesses and streamline your procurement process.

    • *Schedule a free introductory session to learn how we can accelerate your path to government contracting success.*


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