Breaking into the U.S. Department of War (U.S. DoW) market isn’t just about having the right product—it’s about navigating a complex, relationship-driven ecosystem. Every procurement decision is shaped by a network of influencers, evaluators, and decision-makers, each playing a critical role in the acquisition process.
Understanding who sets requirements, who scores proposals, who signs off on awards, and who manages contracts after the deal is done gives you a strategic edge. When you build trust and credibility with these key players, you don’t just compete – you stand out
Key U.S. DoW buying roles
Stakeholders
Stakeholders are typically senior, high-level officials such as Cabinet Secretaries, political appointees, Base Commanders, and Chief Information Officers.
They are responsible for defining the agency’s mission and long-term strategic direction, and for authoring the agency’s strategic plan—documents that are often publicly available online at no cost.
Key characteristics and priorities of Stakeholders include:
- Setting strategic priorities and policy direction aligned with the administration’s goals
- Ensuring strict compliance with laws, regulations, and internal governance requirements
- Managing institutional risk, particularly the risk of failing to meet the agency’s mission
- Avoiding waste, fraud, abuse, and reputational harm to the agency or administration
- Overseeing large portfolios and delegating execution to operational and acquisition teams
- Influencing requirements and priorities, even if they do not approve contracts directly
While stakeholders play a critical role in shaping outcomes, they are generally not the final decision-makers on contracts or procurements. Instead, their influence is exercised through strategy, guidance, and oversight.
Companies seeking to do business with the U.S. DoW should identify the relevant stakeholders early and carefully review their strategic plans and public statements. Understanding these priorities helps vendors align their solutions with mission needs, compliance expectations, and long-term objectives.
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Program Office/End Users
End Users are the individuals who rely on the products or services being acquired. Their primary responsibility is to deliver the mission using the solutions provided by vendors.
End users often include project managers, engineering directors, help desk personnel, and sometimes the Contracting Officer’s Representatives (COR). The COR plays a key role in translating end-user requirements into formal documentation for the contracting team, which then initiates procurement and competitive bidding.
Key characteristics and priorities of End Users include:
- Getting the job done right, on time, the first time.
- Using the best, most reliable tools and services.
- Making their unit, agency, and country look competent and effective.
- Working with vendors who make their jobs easier and can prove superior performance compared to existing suppliers.
End users are crucial in ensuring everything is in place for a smooth acquisition. They play a critical role in defining requirements and often influence contract decisions but aren’t the decision-makers themselves.
While they don’t make the final decision, end users are a valuable source of insider intelligence and support. They can share candid feedback on current vendors and their shortcomings and validate your solutions, concepts, and performance claims. They can also offer guidance on how to tailor your proposal and advocate for your company internally.
Companies looking to do business with the U.S. DoW should get to know end users to understand their needs and help shape future acquisitions.
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Program Managers
End Users and Contracting Officers can play an important role by introducing you to the Program Manager (PM).
Key characteristics and priorities of Program Managers include:
- Control program budgets and funding priorities
- Influence acquisition strategies and timelines
- Shape requirements and success criteria
- Determine which vendors are considered or advanced
Program managers are motivated to find innovative, reliable, and cost-effective solutions. They want to work with experienced vendors who understand their challenges and constraints. They are laser focused on ensuring people, resources, and technology align to achieve results.
Explore how to engage with Program Managers
Procurement Contracting Officers (PCO)
Contracting Officers — or PCOs in the military — are the only officials legally authorized to bind the U.S. government to a contract. PCOs manage the full contracting process, from publishing solicitations to selecting vendors, and ensuring payments are made when work is complete.
Key characteristics and priorities of Contracting Officers include:
- Help shape requirements and evaluation criteria that directly influence which vendors qualify and win
- Prioritize vendors with proven performance, reliability, and compliance
- Provide early awareness of upcoming solicitations
- Offer guidance on how vendors can best position their offerings for success
Given the responsibilities, PCOs are motivated to ensure fair, transparent, and compliant acquisition processes. They also want to select vendors who have a proven track record of reducing risk and delivering on time and on budget. They prefer to work with vendors who can work efficiently within U.S. DoW’s complex procurement regulations.
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Contracting Officer’s Representatives
Asking to meet with a person in this role will send red flags up. Instead, the Contracting Officer will determine when and if his/her Contracting Officer Representative should be brought into a meeting with you.
Contracting Officer’s Representatives (COR) are the bridge between end users and contracting officers. While CORs can’t award contracts, they influence nearly every stage of the acquisition process. Building relationships with CORs helps companies shape requirements and build credibility.
Contracting Specialists
Contract Specialists assist the contracting officer by handling much of the procedural work required for procurement. They are often listed as the point of contact on Requests for Proposals (RFPs) and handle bidder questions to make sure the process follows federal acquisition rules (FAR).
Key characteristics and priorities of Contracting Specialists include:
- Conducting market research
- Collecting and organizing bids
- Ensuring proposals meet all regulatory and formatting requirements
- Assembling complete packages for review.
While Contract Specialists do not have the authority to award contracts, they can influence the process through how they manage submissions and communicate with vendors.
Building a positive relationship with the Contract Specialist can be highly beneficial — especially since they are likely to become your primary point of contact once a contract is awarded.
Agreements Officer
An Agreements Officer (AO) is authorized to award and manage Other Transaction Authority (OTA) agreements, which operate outside the DFARS.
AOs have specialized training and a separate warrant that gives them flexibility to negotiate terms for research, prototyping, and sometimes production. Their role is focused on innovation and speed, often engaging nontraditional vendors.
Key differences between AOs and PCOs: Both roles can legally bind the U.S. government, but AOs handle OTAs (flexible, non-DFARS) while PCOs handle DFARS-based contracts (traditional acquisition).