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Business Capabilities Statement

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BUSINESS CAPABILITIES STATEMENT & SERVICE AGREEMENT

Company Information

Core Competencies

Differentiators

Past Performance / Representative Projects

Certifications and Codes

WHEREAS

WHEREAS, Client Name: desires to obtain certain services described herein; and

WHEREAS, Contractor Name: represents that it has the capability, personnel and experience to perform such services; and

WHEREAS, the parties desire to set forth the terms and conditions under which Contractor will provide services to Client effective as of Effective Date: .

Scope of Work

Contractor shall provide services and deliverables as described below. Contractor will perform the work with due professional care, in accordance with industry standards, and within agreed schedules. Specific tasks, deliverables, and acceptance criteria are set forth as follows:

Payment Terms

Compensation for the services described in the Scope of Work shall be as set forth below. All fees are exclusive of taxes unless otherwise specified.

Invoices are due within days of receipt unless otherwise agreed in writing. Late payments shall accrue interest at a rate of on the unpaid balance, plus recovery of reasonable collection costs, including attorneys' fees.

Term and Termination

This Agreement commences on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon written notice to the other party delivered at least days prior to the effective date of termination. Either party may terminate for material breach if the breaching party fails to cure such breach within days after receipt of written notice describing the breach.

Confidentiality

Each party acknowledges that in the course of performance it may receive Confidential Information of the other party. "Confidential Information" means non-public business, technical and financial information disclosed in any form. The receiving party shall (a) hold Confidential Information in confidence using at least the same degree of care it uses to protect its own confidential information but no less than reasonable care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, agents or subcontractors who have a need to know and who are bound by confidentiality obligations no less protective than those herein. Confidential Information shall not include information that is publicly available through no breach by the receiving party, independently developed by the receiving party without use of the disclosing party's Confidential Information, or rightfully obtained from a third party without restriction. Upon termination or upon request, receiving party shall promptly return or destroy Confidential Information and certify such return or destruction in writing.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its choice-of-law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for resolution of disputes arising under this Agreement.

Representations and Warranties

Each party represents and warrants that it has the full power and authority to enter into this Agreement and to perform its obligations hereunder and that execution and performance will not violate any other agreement to which it is a party. Contractor further warrants that services will be provided in a professional and workmanlike manner consistent with industry standards.

Limitation of Liability

Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, neither party shall be liable to the other for consequential, incidental, special, or punitive damages. The aggregate liability of either party for any claim arising out of or relating to this Agreement shall not exceed the total amounts paid by Client to Contractor under this Agreement during the twelve (12) month period preceding the claim.

Entire Agreement

This Agreement, including any exhibits or attachments executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

Additional Provisions

Neither party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other party, except that Contractor may assign receivables for financing purposes. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.

Acknowledgment

The undersigned representatives of the parties certify that they are authorized to execute this Agreement and that the information contained in this Capabilities Statement is true and correct to the best of their knowledge as of the Effective Date.

Contractor / Company:

By:

Date:

Client:

By:

Date:

Enter text✕

What a Business Capabilities Statement Is

A Business Capabilities Statement is a concise, standardized document that summarizes a company’s core competencies, past performance, certifications, NAICS codes, and contact information for procurement or partnership evaluations. It is commonly used in government contracting, vendor prequalification, and large corporate sourcing to present capability, capacity, and relevant credentials in a single two- to four-page format that reviewers can scan quickly and verify against solicitation requirements.

Why a Clear Capabilities Statement Matters

A well-structured Business Capabilities Statement improves clarity for procurement officers, shortens vendor screening time, and highlights compliance credentials that matter to federal and commercial buyers.

Why a Clear Capabilities Statement Matters

Who Typically Prepares and Reviews This Document

The Business Capabilities Statement is prepared by the selling organization and reviewed by procurement, contract officers, and partner teams during sourcing or bid qualification.

  • Procurement Officers reviewing vendor qualifications and compliance needs.
  • Business Development teams summarizing company strengths for solicitations.
  • Contracting or legal teams confirming certifications and past performance.

Different audiences use the statement for initial screening, technical fit assessment, and compliance checks before advancing vendors to formal proposals or negotiations.

Authorized Signers and Responsible Roles

Authorized Officer

An executive or corporate officer (CEO, COO, CFO) who can certify company representations and bind the entity. Their signature is used where certification of accuracy is required and may be requested for formal solicitations.

Contract Manager

A contracts or business development manager responsible for maintaining the statement, updating past performance entries, and ensuring the document matches solicitation-specific requirements before submission.

Essential Sections to Include

A professional Business Capabilities Statement presents core facts and evidence in a predictable order so reviewers can verify fit quickly and consistently.

Executive Summary

Brief two- to four-sentence overview of core services, company size, and primary differentiators geared to the target buyer or contracting opportunity.

Core Competencies

Concise bullet list of principal capabilities, technical strengths, and service lines tied to NAICS codes and typical project scopes.

Past Performance

Representative examples of completed contracts or projects including client name, contract value, dates, and a one-sentence outcome statement.

Certifications

List of registrations and socio-economic statuses (e.g., SAM, SBA certifications, ISO, HIPAA compliance) relevant to the buyer.

Company Data

Legal name, DUNS/UEI, NAICS codes, primary address, and point of contact with phone and email.

Contracts & Insurance

High-level summary of bonding, insurance limits, and any key contractual capacity limitations that affect bidding eligibility.

Required Fields and Short Data Checklist

Company Name: Full legal entity name
DUNS / UEI: Unique identifier (if available)
NAICS Codes: Primary and secondary codes
Point of Contact: Name, role, phone
Certifications: SAM, SBA, ISO, HIPAA
Signature Block: Signer name and date

Step-by-Step: Preparing a Business Capabilities Statement

Follow these practical steps to create a complete, consistent statement before sharing with procurement or partners.

  • 01
    Gather Documents: Collect SAM, certifications, and past contract details
  • 02
    Draft Summary: Write a sharp executive overview and core competency bullets
  • 03
    Populate Fields: Enter official names, NAICS codes, and contact data
  • 04
    Review and Sign: Have an authorized signer review, sign, and date

Where to Send or File the Statement

Distribution depends on the buyer's instructions; use these common routes for procurement and partnership use.

  • Email Submission: Send PDF to procurement contact per solicitation
  • Buyer Portal: Upload to vendor registration or portal fields
  • Include with Proposal: Attach as a front-matter document in bids
  • Retain Record: Store a signed copy for audit or future bids

Recommended Digital Workflow Settings

Typical settings for digital preparation and secure delivery when using an eSignature platform or document management system.

Field Configuration
File Format PDF/A or PDF, flattened for portability
Authentication Email link or SMS code for signers
Templates Create reusable template for version control
Notifications Enable signer reminders and delivery receipts

Technical Considerations for eSubmission Platforms

Ensure the platform supports required file types, secure storage, and an audit trail before distributing your statement.

  • File Types: PDF, DOCX supported
  • Integrations: CRM and cloud connectors
  • Security: Encryption and audit trail

Entry-Level eSignature Pricing and Key Capabilities

Typical starting prices and common capability flags for vendor selection when eSigning Business Capabilities Statements; signNow is listed first per product comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Common Legal and Financial Risks

Inaccurate Claims: Loss of contract
Missing TIN: Backup withholding 24%
Late Tax Filings: 1099 penalties $60–$330+ per form
Unauthorized Signer: Contract may be voidable
HIPAA Violation: Civil penalties and remediation
Insufficient Records: Failed audits or disputes

Common Preparation Mistakes to Avoid

  • Using inconsistent legal names or abbreviations that fail vendor verification checks and SAM matching.
  • Listing generic capabilities without measurable past performance details that procurement teams rely on for qualification.
  • Omitting NAICS codes or including incorrect codes, causing misclassification during solicitation review.
  • Failing to include an authorized signer’s printed name, title, and date, which can delay acceptance.

Frequently Asked Questions About Business Capabilities Statements

Answers to common questions about legality, signatures, notarization, corrections, and retention for Business Capabilities Statements.


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