What Is That 3-Digit Code On A Credit Card Called How to Write a Powerful Capability Statement For Government Contractors

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How to Write a Powerful Capability Statement For Government Contractors

What is the purpose of the statement of capabilities?

Government contracting has evolved into a very competitive marketplace thanks to the fact that it can be very profitable. Companies of all sizes, from small micro-companies with one employee to large mega-corporations with thousands of employees, have successfully sold products and services to government agencies at the federal, state, city, county and municipal levels.

However, competition has intensified as more and more companies try to break into, compete and stay successful in this market. Five years ago, no one knew what a statement of capabilities was, but now it’s a critical tool that helps you be as successful as possible, no matter what size company you represent.

Another complicating factor is that the government employs fewer people to handle information and acquisitions. This means that entrepreneurs must be able to distill the most important information for the given decision-maker, communicate it clearly and concisely, and confirm its importance to potential customers even more than before.

Successful companies use their statement of capabilities for a number of purposes:

o Required in many state registration processes

o Opening doors to new agencies

o Proof of qualification

o Proof of past performance

o It will differentiate you from your competitors

Format of statement of qualifications

The capability statement should be very short (only 1 or 2 pages), to the point, and specifically related to the needs of each agency. Ideally, this is a living document that changes depending on the agency you are targeting. Why is this? Because savvy entrepreneurs know that each agency has its own mission and focus, and they speak directly to those in the capability statement.

It is important that the document is visually interesting and contains graphic elements similar to the company’s brand and logo. It should also be a searchable document that can easily be sent as a PDF file.

Therefore, we recommend that you create your capability statements in Word or Publisher using a template that reflects your company’s branding with its own logo, colors and graphics. It is important that all critical information fits on one page. The second page, if absolutely necessary, can contain additional supporting data important to the target agency, such as case studies of previous successful projects.

Content of statement of qualifications

The five key areas for success are:

1. Basic competencies

2. Past performance

3. Differentiators

4. Company data

5. Contact details

Tips:

It is best to call the document a Statement of Capabilities. This should be indicated at the top of the document. This term is familiar to government contracting decision makers and indicates familiarity with the contracting process. The capability statement should include the company logo and other branding elements for recognition and should be free of long paragraphs, instead using short sentences and bulleted lists for quick visual scanning.

When compiling your Statement of Competencies, use the following section labels: Core Competencies, Past Performance, and Differentiators. These are the key elements government buyers are looking for to make a quick decision.

Display contact information, including the website and a specific person’s name, email address, and phone number, on both sides (pages) of the document.

Create a new document for each agency, primary or team work opportunity. Thus, each Capability Statement has all the information required for that capability, and only the information required.

The skills statement should preferably consist of only one page. Only go to two pages if absolutely necessary.

Save and distribute in PDF format, not Word, PowerPoint, or other formats. Save the document with your company name in the filename. Many federal agencies block Word and Publisher documents because they may carry viruses, however PDF files are much more secure, tend to be smaller, and remain visually consistent when mailed.

Basic competencies

These are short introductory statements that link the company’s core competencies to the specific needs of the agency, followed by key words and important points. This is NOT all that a firm can do, but a firm’s core expertise that is specifically related to the agency for which this Capability Statement is being prepared, its mission and identified opportunities.

Past performance

Start by listing past clients whose business has done similar work. Prioritize related agencies, from all federal governments to other governments, to trade agreements. If past projects are not related to the needs of your target agency, do not list them.

Hint: Ideally, provide specific contact information for instant referrals. Enter your name, address, email address and phone number. Use this information when meeting with decision makers. Leave this information from the Statement of Capabilities when you send the PDF as an initial contact effort or as a handout at conferences.

They are distinctive

Doing business with the government is highly competitive. The onus is on entrepreneurs to cope with this competitive market and rise above other entrepreneurs. Many companies trying to increase sales in the public market do not have a clear value statement detailing how they differentiate themselves from their competitors. A concise, clear statement that addresses the agency’s specific needs will help procurement and procurement people, program managers, and end users understand why they should choose your company over other competitors.

Sample Discrimination Questions:

How is your company the best fit for this agency? What makes your services stand out from the rest? What is it about your people that gives you an advantage over your competitors? Why are your products better than other available solutions?

If these benefits cannot be clearly communicated, it is impossible for a decision maker to make a clear recommendation for your company over one of your competitors. Many companies fail to take this critical step. And they wonder why they are missing from contracts.

Company data

Include a short sentence or two describing the company detailing relevant history. Include: your company’s size, revenue, number of employees, and typical geographic area served.

Hint: Readers visit your website for more information. Make sure your website is up to date and government focused.

List the specific applicable codes

  • DUNS
  • Socio-economic qualifications: 8(a), HUB Zone, SDVOB, etc.
  • NAICS (all) Do not enter code descriptions, just use the numbers
  • CAGE code
  • Acceptance and purchase of credit cards
  • GSA Schedule Contract Number(s)
  • Other federal contract vehicles
  • BPAs and other federal contract numbers
  • State contract numbers
  • Name (a specific person)
  • Title
  • Telephone (main and mobile)
  • Email (personal email, not info@)

If your company has won any awards, accolades, or achieved significant agency-related achievements, list them only if there is space.

Use this information to help you create a Strong Capability Statement and open doors to contracting opportunities in the federal government. This document is the key to building relationships with important government contracting decision makers, giving them a concise description of the goods and services your business can offer and a consistent reminder of your company. When written correctly, a statement of capabilities is the tool that sets your company apart from the competition.

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