Guide
How to write a capability statement for a cleaning or grounds company
What should a janitorial company put on its capability statement?
One page: what you do in a sentence, your core services, three past jobs similar to the buyer's work, what sets you apart, and your company data: UEI, CAGE code, NAICS and PSC codes, set-aside status, bonding, insurance and a named contact. Tailor it to each agency and send it with sources sought responses.
Updated
Key facts
- Contracting officers and small business specialists use capability statements to find capable small firms during market research.
- List NAICS 561720, 561730 or 561210 and PSC S201, S208 or S216 as they apply.
- Your SAM.gov registration feeds SBA's Small Business Search, so keep both consistent.
- One page, PDF, readable in a minute.
What to include
Five blocks: a one-sentence summary, core services, past performance, differentiators and company data. Put the company data where a buyer can find it at a glance.
- Summary: what you clean or maintain, where, and for whom.
- Core services: custodial, floor care, window cleaning, grounds, snow removal, as they apply.
- Past performance: three jobs with building type, size, dates and scope.
- Differentiators: things a buyer can check, like response times, retention or certifications.
- Company data: UEI, CAGE code, NAICS and PSC codes, set-aside status (8(a), SDVOSB, WOSB, HUBZone), bonding, insurance, contact.
How to tailor it
Lead with the work that agency buys, use their words from the performance work statement, and put the most similar past job first.
A capability statement for a VA clinic should show medical-office cleaning and infection control; one for an Army Corps lake should show mowing and park restrooms. Keep a master version and change the first third for each buyer.
When to send it
With every sources sought response that allows it, to the agency's small business specialist before a solicitation comes out, and at industry days.
Questions
Should I list contracts I subcontracted on?
Yes, and say you were a subcontractor and what share of the work you did. Buyers care about relevant work, not only prime contracts.
Do I need a CAGE code?
Federal SAM.gov registration assigns one. Put it on the statement next to your UEI.
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