From Draft to Win: ChatGPT for Gov’t Contracts
Understanding Your NAICS Code and Generating Industry Keywords with ChatGPT
If you’re trying to win a government contract, your first mission isn’t writing the proposal, it’s knowing how the government categorizes your business. That starts with one key concept: your NAICS code.
What Is a NAICS Code and Why Does It Matter?
NAICS (North American Industry Classification System) codes are six-digit identifiers used by federal and state agencies to classify businesses by industry.
When a government agency posts a contract, it associates it with an NAICS code to signal what type of business they’re looking for. If your business doesn’t match that code in your SAM.gov registration or proposal, you’re likely out of the running before they even read your offer.
Example:
A company handling hazardous waste collection should be using the NAICS code 562112.
A health policy consulting firm might use NAICS code 541690.
You can find your NAICS code using:
Your SAM.gov entity registration (if you already have one)
How to Use ChatGPT to Create Industry Keywords
Once you identify your NAICS code, it’s time to go deeper. While NAICS codes are great for classification, they’re not enough for capturing all relevant opportunities. That’s where industry-specific keywords come in.
You’ll use these keywords to:
Search for contract opportunities on SAM.gov, Grants.gov, USAspending.gov, and state procurement sites
Build your SEO profile or capability statement
Find potential teaming partners or subcontractors
ChatGPT Prompt to Generate Keywords:
“Using the NAICS code 562112, create 3 keywords/phrases related to the industry. Each keyword/phrase should not exceed 2 words.”
Example Output:
Waste Management
Recycling Services
Environmental Solutions
You can repeat this prompt with variations:
Ask for synonyms
Request keywords for subcontracting
Generate state-specific terms (e.g., “Indiana hazardous waste services”)
These keywords become the building blocks of your contract search strategy.
Test Keywords Across Contract Platforms
Now that you have a list of keywords, it’s time to validate them by seeing what real opportunities they return.
Platforms to Test:
SAM.gov (Federal contract solicitations)
Grants.gov (Federal grants)
USAspending.gov (Award history to identify agencies awarding contracts in your field)
[Your State Procurement Portal] (e.g., Indiana’s IN.gov procurement site)
If You Don’t See Enough Results:
Refine your prompt in ChatGPT:
“Try again using keywords you haven’t already used. Make them more specific to environmental cleanup and disposal.”
You can even ask:
“What related NAICS codes or adjacent industries should I explore if I offer [your service]?”
Understanding your NAICS code is just the beginning. The real power comes when you combine it with AI tools like ChatGPT to generate high-performing keywords that unlock relevant opportunities across federal and state platforms. With a structured keyword strategy, you’ll never miss a contract that fits your business again.
Using ChatGPT to Search, Break Down, and Analyze Government Solicitations
Now that you’ve identified your NAICS code and built a strong list of keywords, it’s time to find the right solicitations—and dissect them like a pro. With ChatGPT, you can quickly extract everything you need from a long and technical document to prepare a focused, winning proposal.
Where to Search for Government Opportunities
Use the keywords you generated in Chapter 1 to search across these platforms:
Federal Platforms:
SAM.gov – Central hub for all federal contract opportunities
Grants.gov – Federal grants and cooperative agreements
USAspending.gov – For tracking who’s won similar contracts
FedConnect.net – Used by agencies like DOE and EPA
State & Local Procurement Sites:
Each state has its own portal. Examples include:
California eProcure
Texas Comptroller of Public Accounts
Indiana Department of Administration (IDOA)
Use your keywords and NAICS codes on these platforms to find matching solicitations.
How to Use ChatGPT to Break Down a Solicitation
Once you find a promising opportunity, you’ll be looking at a PDF or Word document—sometimes 50+ pages long. Don’t get overwhelmed. ChatGPT can break it down with surgical precision.
Paste This Prompt into ChatGPT:
“Extract key details from the following Statement of Work (SOW) to support subcontractor identification and contract proposal preparation. Specifically, pinpoint the following, or upload all the documents downloaded:
Scope of Work
Technical Specifications
Performance Metrics
Timeline and Milestones
Evaluation Criteria”
[Then paste the SOW or upload the document.]
What You’ll Get Back (Example ChatGPT Response):
Scope of Work:
Provide on-site hazardous waste collection services for five federal facilities.
Transport and dispose of waste according to EPA and DOT regulations.
Technical Specs:
Certified vehicles and drivers
Weekly pickup schedule
Compliance with NAICS 562112 standards
Performance Metrics:
98% on-time collection
Compliance audit scores ≥ 90%
Timeline:
Start Date: August 1, 2025
End Date: July 31, 2026
Key Milestone: Safety plan due by July 10, 2025
Evaluation Criteria:
Technical capability (35%)
Past performance (30%)
Price (25%)
Compliance and certifications (10%)
Bonus: Ask ChatGPT to Summarize the Entire Solicitation
If you’re short on time, use this enhanced prompt:
“Write a detailed summary of the SOW in this document. Organize the summary into three sections: ‘Very Important,’ ‘Moderately Important,’ and ‘Other Details.’ Identify potential labor categories and estimated labor hours. Include strategic advice on how to meet and exceed the minimum requirements.”
This helps you:
Understand the most critical contract needs
Estimate team size and subcontractor roles
Begin building your technical approach
If the SOW Is Confusing or Vague
You can refine your prompt:
“This SOW is vague in some areas. Please identify what clarifications should be requested during the Q&A period before the proposal deadline.”
This will help you draft smart questions to submit to the agency, which is often the only chance to clarify key details before submitting.
Searching for and analyzing solicitations doesn’t have to be overwhelming. With ChatGPT, you can extract exactly what matters, scope, requirements, deadlines, and evaluation metrics, so you can write faster, smarter, and more competitively.
Next up, we’ll focus on the human side: how to find the right subcontractors or teaming partners to price and perform the work.
Bonus: Ask ChatGPT to Summarize the Entire Solicitation
If you’re short on time, use this enhanced prompt:
“Write a detailed summary of the SOW in this document. Organize the summary into three sections: ‘Very Important,’ ‘Moderately Important,’ and ‘Other Details.’ Identify potential labor categories and estimated labor hours. Include strategic advice on how to meet and exceed the minimum requirements.”
This helps you:
Understand the most critical contract needs
Estimate team size and subcontractor roles
Begin building your technical approach
If the SOW Is Confusing or Vague
You can refine your prompt:
“This SOW is vague in some areas. Please identify what clarifications should be requested during the Q&A period before the proposal deadline.”
This will help you draft smart questions to submit to the agency, which is often the only chance to clarify key details before submitting.
Searching for and analyzing solicitations doesn’t have to be overwhelming. With ChatGPT, you can extract exactly what matters—scope, requirements, deadlines, and evaluation metrics—so you can write faster, smarter, and more competitively.
Next up, we’ll focus on the human side: how to find the right subcontractors or teaming partners to price and perform the work.
Vendor Sourcing with AI: Identifying and Contacting Subcontractors
You’ve found a promising solicitation, and you’ve broken it down with ChatGPT—now comes the part many contractors overlook: finding the right people to help you win and perform the work. Whether you need a licensed transporter, an IT security firm, or a community outreach partner, ChatGPT can help you source, filter, and approach subcontractors efficiently.
Step 1: Understand the Type of Companies You Need
Start with your Scope of Work breakdown. Look at what’s required and ask (copy the prompt below and paste it into ChatGPT):
What tasks can my company perform directly?
What tasks require special licenses, certifications, or subject matter experts?
Are there set-aside preferences (e.g., Woman-Owned, HUBZone, 8(a), Veteran-Owned)?
Example:
If you're bidding on a federal contract to manage hazardous materials at five sites:
You might need an EPA-certified waste transporter
A firm to manage compliance documentation
A local safety training consultant
Step 2: Use ChatGPT to Identify Suitable Vendor Types
Prompt Example:
“Based on this SOW, what types of companies would be qualified subcontractors to perform the technical work? Provide industry names and business types.”
Example Output:
Environmental Compliance Firms
Hazardous Waste Transporters
DOT-Certified Logistics Providers
Safety & OSHA Training Providers
Site Remediation Contractors
Step 3: Turn Vendor Types into Google Search Terms
Now turn those vendor categories into search-ready terms I can use in:
Google
LinkedIn
GovWin, GovTribe, or BidNet
State procurement partner directories
Prompt Example:
“Convert these subcontractor categories into high-ROI Google search terms for Indiana and the Midwest.”
Example Output:
“EPA certified hazardous waste contractors in Indiana”
“DOT licensed waste haulers Midwest”
“Environmental remediation firms near me”
“OSHA safety trainers government contracts Indiana”
Step 4: Build Boolean Search Strings (Advanced)
Boolean search helps you find vendors with precision.
Prompt Example:
“Create a Boolean string using these keywords to find subcontractors on LinkedIn or Google: hazardous waste, transporter, compliance, Indiana.”
Example Output:
("hazardous waste" OR "environmental cleanup") AND (transporter OR hauler) AND (compliance OR EPA) AND (Indiana OR Midwest)
Paste this string into:
Google
LinkedIn search bar
Perplexity.ai for an AI-powered vendor search
Step 5: Create a Subcontractor Summary to Send for Pricing
Once you’ve found potential vendors, it’s time to send a clear, concise requirements summary so they can evaluate whether they’re a fit and give you pricing.
ChatGPT Prompt:
“Create a bullet-point summary of the contract requirements for a subcontractor to review and price. Include SOW highlights, certifications required, estimated hours, and any deliverables.”
Example Output:
Contract Title: Hazardous Waste Collection – 5 Federal Sites
Start Date: August 1, 2025
Duration: 12 months
Services Needed: Weekly site pickups, waste transport, compliance documentation
Certifications Required: DOT, EPA transporter license
Estimated Hours: 25 hours/week
Deliverables: Weekly pickup logs, monthly EPA compliance reports
You can send this summary as a PDF or in the body of an email, so vendors can respond with quotes or interest.
Bonus: Use ChatGPT to Draft Outreach Emails
Prompt Example:
“Write a short, professional email to a potential subcontractor explaining the opportunity, your role as prime, and inviting them to submit a quote or capabilities statement.”
The power of a great proposal isn’t just what you write, it’s who you bring to the table. Using ChatGPT, you can quickly identify qualified subcontractors, craft outreach, and gather pricing that strengthens your bid.
Next up: we’ll walk through how to structure and write a winning proposal—with a table of contents built directly from the government’s evaluation criteria.
Drafting a Winning Proposal: From Table of Contents to Technical Response
Now that you've sourced the opportunity, analyzed the scope, and lined up your subcontractors, it’s time for the part that decides whether you win or lose: the proposal.
A winning proposal doesn’t just echo the SOW—it strategically responds to the evaluation criteria laid out in the solicitation. ChatGPT can help you build that proposal from the table of contents (TOC) to the technical and management narrative, section by section.
Step 1: Build a Table of Contents Based on Evaluation Criteria
Pull this directly from the RFQ or RFP section labeled “Evaluation Criteria,” “Proposal Instructions,” or “Submission Requirements.” If you’re unsure, give the SOW or solicitation to ChatGPT and ask:
Prompt:
“Create a proposal table of contents based on the evaluation criteria and submission requirements in this document.”
Example Output:
Executive Summary
Company Overview & Relevant Experience
Technical Approach
Management Approach
Staffing Plan & Key Personnel
Quality Control Plan
Past Performance
Subcontractor Capabilities
Pricing Narrative and Cost Breakdown
Certifications & Compliance Documents
Appendices (Resumes, Past Awards, etc.)
This TOC gives you a structure aligned with how the government will score your proposal.
Step 2: Write the Executive Summary with AI
The executive summary should:
Introduce your company and mission
Summarize your solution and value proposition
Align with the agency’s objectives
Mention key differentiators (e.g., response time, cost savings, certifications)
Prompt Example:
“Write an executive summary for a proposal to manage hazardous waste collection at federal sites. The contractor has 10+ years of experience, uses EPA-certified processes, and partners with a local minority-owned logistics firm.”
Step 3: Use ChatGPT to Draft Technical, Management, and Quality Control Plans
These are the meat of your proposal. Provide ChatGPT with your SOW summary, plus any custom strategies or differentiators your team brings.
Prompt:
“Based on this SOW and evaluation criteria, write a 500-700 word technical approach, a 300-word management plan, and a 300-word quality control plan. Focus on compliance, experience, and innovative risk mitigation strategies.”
Step 4: Customize Each Section
Tailor each section to reflect:
Your team’s past experience
Your subcontractors’ roles
The specific pain points and goals of the agency
You can prompt ChatGPT to expand any part:
“Add more detail about how our digital tracking system reduces audit failures in environmental compliance contracts.”
Step 5: Write Short Sections for Attachments and Past Performance
For areas like Past Performance, ChatGPT can create summaries that highlight relevance, timelines, and impact.
“Summarize a past performance example where we supported EPA Region 5 with waste transport services. Include project length, outcomes, and client satisfaction.”
Step 6: Prepare and Organize Attachments
Prompt:
“Give me a checklist of supporting documents needed for this federal proposal, including formatting and page limits.”
Common documents include:
Team resumes
Certifications (SAM registration, SBA, DBE)
Org chart
Subcontractor letters of commitment
Budget worksheets
Capability statement
W-9 and proof of insurance
Writing a government proposal doesn’t have to be stressful or time-consuming. With the right prompts, ChatGPT becomes your silent proposal writer, building your response around exactly what evaluators want to see.
In the next and final chapter, we’ll focus on pricing, contract types, and a submission checklist that ensures you hit the deadline with confidence.
Pricing, Compliance, and Final Checklist Before Submission
You've written a clear, competitive proposal with the help of ChatGPT—now it’s time to lock in your pricing, double-check compliance, and submit it correctly. This last stretch is where small mistakes can lose big contracts, so attention to detail is everything.
Step 1: Understand the Contract Type
Before you even begin pricing, you need to confirm what kind of contract you’re dealing with. Check the solicitation, it will usually be listed under “Contract Type” or “Award Information.”
Common Types:
Firm Fixed Price (FFP): You quote a total cost for the project—risk is on you to deliver within that budget.
Time and Materials (T&M): You bill hourly for labor + direct material costs.
Cost Reimbursement: Government reimburses actual costs (rare for small businesses unless pre-approved).
Step 2: Use ChatGPT to Structure Your Pricing Narrative
The government often asks for a pricing narrative—a short explanation of how you arrived at your proposed costs.
Prompt Example:
“Write a pricing narrative for a Firm Fixed Price proposal for hazardous waste services over 12 months. Include assumptions, subcontractor rates, and any cost-efficiency strategies.”
ChatGPT may include:
Labor categories and estimated hours
Hourly or per-task rates
Equipment costs
Subcontractor pricing
Built-in cost savings (e.g., route optimization, local partnerships)
Step 3: Estimate Labor Costs with ChatGPT and Web Research
If the solicitation lists labor categories, ask:
“Estimate the hourly rate for the following labor categories in Indiana: Environmental Technician, Site Supervisor, Safety Coordinator.”
ChatGPT can give a benchmark based on BLS data or known rates. Multiply by hours and number of workers to get an estimate, or ask ChatGPT to generate a cost table.
Step 4: Gather and Format Required Documents
Use this prompt:
“List all required submission documents for a federal contract, including formatting, file types, and page limits. Assume the submission is for SAM.gov.”
Typical Requirements:
Technical Proposal (PDF)
Price Proposal or SF 1449 (Excel or PDF)
Past Performance Matrix
Organizational Chart
Resumes (2 pages max per person)
Representations & Certifications
Proof of Registration in SAM.gov
Signed Subcontractor Letters
Formatting: 12pt Times New Roman, 1” margins, single-spaced, max page count per section
Step 5: Final Compliance Review Checklist
SAM.gov Registration
Ensure your entity registration is active, accurate, and not expired.DUNS / UEI Numbers
Confirm your DUNS (if still applicable) and UEI numbers are consistent across all proposal documents.Proposal Format
Double-check that your proposal follows formatting instructions exactly—this includes font (usually Times New Roman 12 pt), spacing, margins, file types (PDF, Word, etc.), and page limits.Signed Forms
Ensure all required forms—such as SF 1449 or SF 18—are fully completed and signed by an authorized representative.Submission Method
Verify how the proposal should be submitted (e.g., through SAM.gov, via email, or agency portal). Include subject lines or file naming conventions if specified.Confirmation of Submission
Submit early and obtain a confirmation receipt. Keep a copy of this as proof of timely submission.Backup and Archive
Save a full copy of the proposal package (technical, pricing, attachments) in a secure proposal folder for your records and potential audits.
ChatGPT isn’t just a writing assistant, it’s your entire back office for federal contracting. From keyword generation and solicitation breakdown to pricing and compliance, you now have a full system that takes you from discovery to delivery.
Whether you're a solo consultant or a growing team, this process gives you a repeatable way to find, write, and win contracts on SAM.gov, Grants.gov, and beyond.
Conclusion: From Search to Submission—Let ChatGPT Be Your Competitive Edge
Winning government contracts doesn't have to be overwhelming. With the right AI tools, especially ChatGPT, you can take control of the entire proposal process with clarity and confidence. From identifying your NAICS code and generating industry keywords, to analyzing solicitations, sourcing subcontractors, and writing technical narratives, you now have a complete framework to work smarter, not harder.
By integrating platforms like SAM.gov, Grants.gov, and state procurement portals with ChatGPT-driven prompts and automation tools, you can streamline your workflow, improve the quality of your submissions, and boost your win rate, without the stress.
Whether you're a solo consultant, a growing small business, or a seasoned firm looking to scale your federal contracting efforts, this AI-powered approach is your step-by-step blueprint for success.
Start today. Search smarter. Write better. Win more.