GovDiscovery AI Podcast with Mike Shanley

Episode 59: DoD Procurement Changes — What’s New and What’s the Same?
Date: September 5, 2025
Guest: Will Roberts (Former Acquisition Director at Joint AI Center, DoD; Director at ASI Education)
Host: Mike Shanley

Episode Overview

This episode explores the landscape of current and forthcoming Department of Defense (DoD) procurement changes, with a particular focus on the so-called "Revolutionary FAR Overhaul" (RFO). Host Mike Shanley and guest Will Roberts dissect the practical implications of new executive orders, regulatory modifications, and what all this means for government contractors, DoD acquisition professionals, and industry newcomers. The conversation candidly addresses the gap between regulatory intent and operational reality, strategies for industry success, and trends in contracting vehicles such as GSA Schedules, OTAs, and Commercial Solutions Openings.

Main Discussion Points

1. Introduction to the Guest and Context

• Will Roberts shares his extensive background in defense contracting, emphasizing his experience connecting with industry — a skill not commonly stressed in government contracting training.
• Roberts now leads ASI Education, focused on “teaching government contracting the non-boring way,” to both industry and government entities, including novel formats like a children's book, My First FAR.
  • “We’ve even gone so far as to create a kids book called My First FAR, which you can buy and read to your kids.” (03:00)

2. The “Revolutionary FAR Overhaul” — Origins and Reality

• Background: The overhaul originated from an executive order by President Trump titled “Common Sense in Federal Procurement.”
• Goal: Strip the FAR (Federal Acquisition Regulation) to statutory elements and remove non-statutory language unless it improves contracting efficiency.
• Roberts’ Analysis:
  • The spirit of simplification hasn’t been realized; bureaucracy is relocated, not removed.
  • Memorable Analogy:
    • “It reminds me of when you tell your kids to clean their room… all that got crammed under the bed and under the carpet and in drawers. The room looks clean, but the mess is still there.” (08:30)
    • “The language of the [Executive Order] was complied with, but the spirit of it was not.” — Mike Shanley (09:30)
• Tactical Consequence: Detailed guidance (e.g., GSA ordering procedures) has been removed from the FAR and delegated to agency ordering guides, creating a “scavenger hunt” scenario for contracting officers.
  • “Now contracting officers have to go on scavenger hunts to find all the rules.” — Will Roberts (11:12)
• Result: Predictable inefficiency has become unpredictable inefficiency; new entrants especially face more hurdles.

3. Impact on DoD Procurement Practices

• Mandatory Use of “Best in Class” Vehicles:
  • DoD, along with all federal agencies, must use established large contract vehicles (e.g., GSA schedules, OASIS, Alliant) for commercial procurements under FAR unless significant justification is provided.
    • “For every single commercial item, you don’t have a choice anymore, you will order from the vehicles that GSA makes for you or any other enterprise wide vehicles…” (12:24)
• Implications for Industry:
  • Companies MUST be on these vehicles to even compete; entry barriers for new, non-traditional vendors are higher.
  • If not on GSA or equivalent schedules, new entrants will encounter significant delays and barriers.
    • “For new entrants into this area, non-traditional companies, we really hit it off… but… automatically that conversation just stopped. I knew that I could not… get them on contract fast… because they were not on all of these things.” (16:15)
• Consequence for Contracting Officers:
  • Contact with industry is de-emphasized in training and in practical office culture.
  • “They say the government needs to talk to industry. That’s not happening at the training level… It’s generally unwritten law, discouraged to connect with you guys.” (13:40)

4. Strategic Advice for Industry / BD Teams

• Key Takeaways:
  • Get on all applicable “Best in Class” vehicles (GSA, OASIS, Alliant, etc.).
  • Learn the new ordering guides, as “FAR 8.4” no longer exists.
    • “Read that ordering guide and get to know that ordering guide. That is how any contracting officer, regardless of the agency, we’re talking DoD as well, DoD is not immune to the GSA takeover.” (21:48)
  • Once on vehicles, position solutions clearly (state problem, match solution, show why best fit), as competitions move faster.
  • Advantage: GSA competitions may be quicker due to relaxed offer rules.
    • “We’re being told that the source selections are actually going to be very fast and efficient.” (21:10)

5. Trends: OTAs and Commercial Solutions Openings (CSOs)

• Mandatory Use for Software:
  • SecDev Hegseth’s memo (March 6, 2025): DoD must use OTAs and CSOs for software acquisitions.
  • Executive Order: Default preference for CSOs and OTAs for wider requirements.
• Practical Reality:
  • DoD is still learning how to use OTAs and CSOs effectively, leading to inconsistency.
  • CSOs may be administratively flexible but are sometimes implemented like traditional RFPs.
  • “If you start seeing stuff from CSOs and OT terms and the way they do the competition, that’s really unusual and strange… chances are, it means they’re doing it the right way.” (24:40)
  • Advice: Be patient and prepared to help educate government partners on using flexible mechanisms.
    • “There’s a lot of industry teaching government in this environment right now… we help companies teach the government.” (25:50)
• BD Tactic: Suggest appropriate contract mechanisms to acquisition officials unfamiliar with alternatives.

6. Subcontractors and the Supply Chain

• First-Tier & Lower-Tier Subs:
  • Existing priorities for small businesses, tribal, and minority-owned firms remain.
  • If not on prime vehicles, consider partnering with holders of “best in class” contracts as a BD strategy.
    • “If you don’t have time to get on those vehicles, then you do look for one of those primes that is a holder...” (27:50)
• Global Partnerships:
  • US procurement remains shaped by the Buy America Act (with some exceptions, e.g., IT).
  • Changes may increase costs due to stricter adherence, especially in supply chains (e.g., escalating costs for certain imports like Swiss watches).

7. Training and Mindset Shifts — ASI Education’s Role (30:45–34:25)

• Focus: Building “masters of the craft” among both government acquisition professionals and industry partners.
  • “Whenever the government signals to the workforce that they are the solution to the problem, two things happen: … [1] they can’t live up to that promise… [2] companies and the workforce just get so frustrated in the government for failing them…” (31:29)
• Roberts’ Message:
  • Real progress comes when individuals (“masters of contracting”) take initiative—independent of what rules come from the top.
  • Most ASI Education resources are free via their YouTube channel; custom and advanced training is also available.

Notable Quotes & Memorable Moments

• On Regulatory Overhaul:
  • “Now contracting officers have to go on the scavenger hunts to find all the rules.” — Will Roberts (11:12)
  • “The language of the [Executive Order] was complied with, but the spirit of it was not.” — Mike Shanley (09:30)
• On Entry Barriers for Industry:
  • “Automatically that conversation just stopped. I knew that I could not… get them on contract fast… because they were not on all of these things.” — Will Roberts (16:15)
• On the Reality of Best-in-Class Vehicles:
  • “Your company just becomes another data point in a huge supply list.” — Will Roberts (18:50)
• On the Shift to OTAs and CSOs:
  • “Chances are, if the process feels really weird and strange, you’re seeing them doing it the right way—exercising their new flexibility.” — Will Roberts (24:51)
• On the Needed Mindset Shift for Success:
  • “The real change is gonna happen from people who take it upon themselves to be the answer, and that’s industry and government.” — Will Roberts (33:00)

Key Timestamps

| Time | Segment / Topic | |----------|----------------------------------------------------------------------------------------------------------| | 00:20 | Guest intro & background: Will Roberts’ acquisition experience | | 03:54 | Disclaimer & opening thoughts on the FAR overhaul | | 08:30 | House cleaning analogy: The “appearance” of streamlining vs operational reality | | 11:10 | Scavenger hunt for contracting officers; Predictable to unpredictable inefficiency | | 12:12 | DoD’s adoption of mandatory “best in class” vehicles & industry implications | | 17:13 | Barriers for new entrants and the criticality of being on key contract vehicles | | 21:47 | Navigating GSA schedules in the new environment; practical industry advice | | 22:23 | Mandates for OTAs and CSOs in DoD and advice for contractors | | 26:54 | Impact on subs and lower-tier supply chain, importance of strategic partnering | | 28:28 | Trends and constraints regarding global procurement, Buy America Act, and international supply chains | | 31:00 | ASI Education’s approach to training & need for mastery in acquisition | | 33:45 | How to engage with ASI Education and access resources |

Actionable Takeaways

• Contractors:

  • Get on “Best in Class” contract vehicles or partner with those who are.
  • Invest time in understanding and leveraging flexible contracting mechanisms (OTAs, CSOs).
  • Be prepared to teach or guide less experienced government partners in using these newer mechanisms.
  • Stay updated—read ordering guides and attend trainings (like those from ASI Education) as contracting procedures evolve.

• Subcontractors & Global Partners:

  • Explore partnership models with primes already on contract vehicles.
  • Prepare for persistent Buy America compliance; anticipate increased costs in some areas.

• DoD/Federal Acquisition Professionals:

  • Strengthen industry engagement despite discouraging training/cultural norms.
  • Seek mastery beyond regulatory compliance — become proactive, trusted advisors, not just rule-followers.

This episode offers a candid, pragmatic, and sometimes blunt perspective on the evolving landscape of federal procurement—highlighting that, despite headline-grabbing changes, navigating DoD acquisition will continue to require mastery, partnerships, agility, and good old-fashioned legwork.