The document outlines best practices for creating effective capabilities statements and business cards tailored for government contracts. It emphasizes the importance of presenting clear business capabilities, key personnel, and past performance in a concise format. Additionally, it advises on the design elements and necessary information to include while avoiding common pitfalls.

1. Capabilities & More *
Pat Dotter
Southwestern Area Manager, PTAC MN
pdotter@mnptac.org
www.mnptac.org
507-549-3193
October 9, 2013
www.mnptac.org
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2. Agenda for the Today
 Line Cards (one page capabilities)
 Capability Statements
 Past Performance Narrative
Discuss structure, design, information & review of:
 Business Cards
 Letterhead, Email Signatures
www.mnptac.org

3.  Capabilities Statement *
(one page – “Line Card”)
Electronic Extension of your Business Card –
₋ Much more information – NO BS, No fillers
₋ ONE page, business capabilities, information
Core Competencies, Past performance
Differentiators, Capacity
no less than 10pt font
Design – Layout: your choice, pix(s)? (optional)
Logos – for company & contracts or programs
(Include the tag line, other branding?)
₋ Balanced appearance, organized, informational,
stress the key points, name drop, wrap up
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www.mnptac.org

4. Capabilities Statement “DO’s”
• Brag about BUSINESS, Capabilities
(discrete, logo or statement, small print)
• Major accomplishments, projects
(new technology, new industry, etc.)
• General personnel statements
• Past Projects, “includes”, largest project
• Extra Values, Problems you can solve
• Name drop the best
www.mnptac.org

5. Capabilities Statement “DO’s”
• DUNS, CAGE, NAICS with descriptors
• Certifications, Verifications
(federal first, then state)
• Phone, Fax, Professional email, physical
address with zip+4
• Business name, tagline if needed
• Web address, contact email
• Socio-economic category
• GSA Contract logos, program
• Name drop the best (speaks to capabilities)
www.mnptac.org

6. Cap. Statement “DON’Ts”
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Focus on personal, personnel
Brag about individual awards or
accomplishments
Highlight the Boss
Too many pictures
Detracting background or pictures
Small font or hard to read font
www.mnptac.org

7.  Capabilities Statement *
(Line Cards)
 Focused on Business
 One page Elevator Speech (Capabilities)
 A “Snap Shot” of what the business can
bring to the table
 Include the criteria – NAICS, DUNS, CAGE,
Socio-Econ Goal, contacts, info, web
address, location, physical address, etc.
 Look Good, balanced, effective, communicate
YOUR JOB TO MAKE IT WORK
www.mnptac.org

8.  Line Cards *
Line Card Review
&
Evaluation Techniques
www.mnptac.org

9.  Capabilities Statement
(for contract)
• Used to evaluate the businesses capacity to perform
• Used to make final decision, B2B comparison
Should include:
- experience
- past performance
- key personnel & qualifications
- facilities, equipment
- understanding of work to be performed
www.mnptac.org

10.  Capabilities Statement *
• This should be a living document
• Updated on a regular basis
• Any time changes occur
• Different document created from this base
for each specific agency or solicitation
• Should align with the project focus
• Project focus changes, key people
www.mnptac.org

11.  Past Performance Narrative *
This should be a living document base:
• Created at end of every project
• Archived for future use in Solicitations
Narrative should include:
• Specifics of the project
• Attention to details, methods, systems
• Key personnel involved, qualifications
• Project focus, results
www.mnptac.org

12.  Past Performance Narrative
Should also include:
• Any problems that occurred
• Subsequent resolutions
• Key players, names, contact info
• Key agency/company people, info, contacts
From this database, future agency specific
documents will be created as needed
www.mnptac.org

13.  Past Performance Narrative
Each new document created should:
• Align with the particular project focus
• Provide the appropriate key personnel
• Meet the requirements of that particular
solicitation (page limitations, font size)
• Follow all instructions
Ultimate Goal:
project the exact type of company, with exact
capabilities for the project proposed
www.mnptac.org

14. Agenda for the Today
 Line Cards (one page capabilities)
 Capability Statements
 Past Performance Narrative
 Discuss structure, design, information & review of:
Business Cards
Letterhead, Email Signatures
www.mnptac.org

15.  Business Cards *
•
Purpose?
– Who you are, what you do, contact info,
calling card, business name, your title,
location
•
Criteria – Government Perspective
– What is your business, what does your
business do, where can I find your business,
how can your business help me?
www.mnptac.org
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16. “What is your Business??”
• What’s in YOUR business name?
Alphabet? Actual Business? Mystery service?
Will a stranger know what this business does?
•
What does your business do?
- Do you need a tagline?
• 3 to 5 word explanation, not brand recognition,
that clearly provides a picture of what you do
- NAICS codes – pick your focus, your best
www.mnptac.org
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17. “Where do I find your Business?”
• LOCATION, DUNs, CAGE, website url?
– Location – City and State, physical address not
necessary
– D-U-N-S (Data Universal Numbering System)
number is a unique nine digit identification number,
for each physical location of your business, used to
identify a business. It is a “social security number” for
businesses world-wide, but not officially used for
anything other than identification of a business and
not even necessarily required. DUNs IS required to do
business with the government
www.mnptac.org
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18. “Where do I find your Business?”
• LOCATION, DUNS, CAGE, website url?
– CAGE (Commercial and Government Entity) Code standardized method which identifies specific facility and its
location. Always 5 alpha-numeric characters assigned by the
DLIS (Defense Logistics Information System)
– Website url – do you have one? Use www. Or http://
– Contact information – person, title, phone, email
(professional)
www.mnptac.org
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19. “How can YOUR business help me?”
How can your BUSINESS help Uncle Sam?
• What do you bring to the table?
- Are you a preference program goal? 8a, Minority,
WOSB, EDWOSB, SDVOSB, VOSB, or HUBZone? DBE
through DOT? (socio-economic marketing)
- Are you on a GSA schedule? GSA program?
Schedule #, GSA STARS?, Approved PBS, TMSS?
- Others? Room for GSA logo?
• State certifications?
- list Federal first, then State
www.mnptac.org
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20.  Business Cards
• Format of the business card:
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–
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Font size 10 +, style
Layout – (follow any logo rules if they apply)
Detractors? – color, background color,
combinations of colors or style? Too busy?
• This is the first “FACE” of YOUR
company
www.mnptac.org
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21.  Business Cards
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Purpose?
Criteria – Government Perspective
What is your Business?
What does your business do?
Where do I find your Business
Who do I talk to?
How can your BUSINESS help Uncle Sam?
Format?
www.mnptac.org
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22.  Email Signature
• Signature – extension of YOU & the business
- your contact name, title, phone, email
- Business name, tagline (optional), logo
(optional), important qualifiers (socioecon goals)
• EMAIL!
• Message Board – your choice
www.mnptac.org
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23. Agenda for the Today
 Line Cards (one page capabilities)
 Capability Statements
 Past Performance Narrative
 Discuss structure, design, information & review of:
 Business Cards
 Letterhead, Email Signatures
www.mnptac.org

24. Need help?
Call a Local PTAC
visit our website:
www.mnptac.org
www.mnptac.org

25. PTAC’s Statewide Presence
MINNESOTA
Bemidji
Detroit Lakes
St. Cloud
Minneapolis
St. Paul
Savage
Mankato
www.mnptac.org
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26. The Procurement Technical Assistance Center’s mission
is to strengthen Minnesota’s economy by stimulating
job creation, growth and business retention and helping
companies pursue government contracts.
www.mnptac.org
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27. www.mnptac.org
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28. www.mnptac.org
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