Capability statement, Harbourline Commercial Cleaning, 2027
Capability statement template with past performance in numbers
A capability statement is read by a procurement officer with forty of them, in about ninety seconds, looking for the numbers that let them shortlist. This one is four pages for a cleaning company chasing council work: the six number snapshot up front, three past contracts with values and outcomes, and the certifications and insurances in a table they can check.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Cover
- A panel cover with the company name, year, ABN and tender reference.
- Snapshot
- Six stat cards: 2014, 62 staff, 84 sites, $6.2 million, 51 percent, Supply Nation.
- Who we are
- Four sentences: founders, regions, direct employment, ownership.
- What we do
- Four services with detail and typical client in a table.
- Why us
- Three differentiators, each carrying a number: 81, the app, 96.
- Past performance
- Three contracts with scope, value, period and outcome.
- Certifications and insurances
- ISO 9001, ISO 45001, $20 million public liability, all with expiries.
- Key people
- Three names with a role and one line each.
- Social and environmental
- 34 percent Indigenous employment, chemical free cleaning, local hiring.
- Contact
- One named contact with phone, email, website and address.
Clauses in this document
What procurement teams look for
Government and council buyers score suppliers against published criteria, and a good capability statement mirrors them. Technical capability: the services table and the differentiators, with the app and the audit scores as evidence. Capacity: staff, sites and revenue in the snapshot. Past performance: comparable contracts with values, periods and outcomes, because a referee who has bought what they are buying beats any adjective. Compliance: current insurances and certifications with expiries visible. Local and social procurement: where you hire, and standing under programs like the Indigenous Procurement Policy. This document gives each of those its own section so an evaluator never hunts for an answer.
How to adapt this document
A sole trader consultant compresses this to one page: a three line who I am, four numbers, three engagements with outcomes, and insurance details. A construction company adds two tables, plant and equipment, and licences with numbers and expiries, and past performance grows a safety column because that is what construction buyers score first. A not for profit rewrites it for grant funders: programs instead of services, participants and outcomes instead of contract values, and accreditation instead of ISO. In every version the skeleton holds: numbers first, evidence in tables, compliance with expiry dates, one named contact.
What makes this document work
The snapshot is six numbers in cards
Established 2014, 62 staff, 84 sites a week, $6.2 million in revenue, 51 percent Indigenous ownership, Supply Nation registered. The ninety second reader has capacity, scale and social procurement on the first content page, before a single paragraph, and the ABN sits in the footnote under the cards.
Past performance is three contracts with a value, a period and an outcome
Kiama council facilities at $410,000 a year with a 97 percent audit score, a hospital at $1.1 million a year with accreditation passed twice, a childcare group at $280,000 a year retained at re tender. This is the table evaluators copy into their scoring sheet, so the document hands it to them already built.
The certifications table has an expiry column
ISO 9001 and 45001 to June 2028, $20 million public liability to March 2027, workers compensation to June 2027. A procurement officer's first compliance check is whether the paperwork is current, and the expiry column answers it on the page instead of sending them to an attachment.
Questions people ask
How long should a capability statement be?
Two to four pages. This one uses four: a cover, the snapshot and services, the differentiators and past performance, and the certifications, people and contact details. Shorter is fine for a sole trader; longer usually means the document has drifted into being a company profile.
What is the difference between a capability statement and a company profile?
The capability statement is written against a buyer's checklist: capacity, past performance, insurances, certifications and contact. A company profile is general marketing. The test is whether an evaluator can score you from it; every section here maps to something procurement teams actually assess.
What numbers should a capability statement include?
Size and capacity, staff and sites here, revenue, retention, audit scores and contract values with periods. A number invites verification, which reads as confidence. This document carries 62 staff, 84 weekly sites, 81 percent retention, a 96 percent audit average and three contract values.
Do you need certifications to tender for government work?
Often, and the invitation usually names them. Quality and safety management, ISO 9001 and ISO 45001 here, appear constantly in council and government cleaning tenders, along with public liability minimums, commonly $10 to $20 million. The table shows each with its certificate number and expiry.
What is Supply Nation?
The registry of verified Indigenous businesses that Australian government buyers use for the Indigenous Procurement Policy, which sets targets for buying from Indigenous owned firms. For a business like this one, 51 percent Indigenous owned, registration is a genuine procurement advantage worth stating on page one.
Should a capability statement be updated for each tender?
The cover line and the past performance selection, yes: put the tender reference on the cover and lead with the contracts most like the work being bought. The rest, snapshot, certifications, people, gets a yearly refresh, plus an edit whenever an expiry date in the table rolls over.
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