How to Write a Capability Needs Statement: An Example Guide

If you’re in the process of responding to a federal government Request for Proposal (RFP), you’re likely to come across the term “Capability Needs Statement”. Capability Needs Statements (CNS) are intended to provide the authors of RFP responses with a comprehensive description of the capabilities required to support the successful completion of federally-contracted work. CNS are considered to be one of the most critical parts of responding to an RFP, however, they are often under-developed or overlooked altogether. In this article, we will cover what is a CNS, why it’s important, and provide step-by-step guidance on how to write a great one.

What is a Capability Needs Statement?

A Capability Needs Statement is a clear and concise description of the capabilities, skills, and experience required to deliver a solution to a federal agency’s requirement. It’s the blueprint that outlines the precise skills that are necessary to complete the work and implicitly guides the proposal’s approach. CNS serves as a fundamental yardstick by which an organization’s capabilities will be evaluated in terms of their suitability for the project work.

Why is a Capability Needs Statement Important?

A solid Capability Needs Statement serves as a roadmap for the proposal team, outlining the team’s approach to work and defining the scope of their proposal. CNS add clarity to the proposal and minimize confusion by ensuring that everyone is on the same page. When a CNS is developed with the required level of detail and incorporates all the necessary technical and project management competencies, it increases the likelihood of submitting a winning proposal by appropriately presenting a clear, concise picture of the organization’s capabilities.

How to Write a Great Capability Needs Statement

Now that we have an understanding of what a CNS is, and why it is critical, it’s time to delve into how to write an excellent one.

Step 1: Analyze the RFP’s Requirements

The CNS should be written in response to the Federal Government’s RFP. Therefore, the first step is to rigorously examine the RFP’s technical requirements. Make a list of the required technical skills and competencies needed to implement the solution the federal agency is looking for, and highlight the related expertise that your organization has that would ensure successful delivery of the required work.

Step 2: Identify How Your Organization Can Meet the Requirements

Assess your organization’s capabilities within the parameters of the RFP. Consider the level of experience and expertise required, then ask yourself whether you have a track record in delivering such requirements. You should identify any gaps that exist and outline how you plan to address them throughout the proposal development process.

Step 3: Develop a Comprehensive Outline

Develop an outline for the CNS that covers the requirements outlined in the RFP. The outline should provide an overview of the organization’s experience and capabilities in skills required at a high-level. It’s crucial to structure the CNS using clear, concise language that’s easy to understand, and create a logical framework explaining the approach to the project which is being proposed.

Step 4: Develop the CNS

Create a draft based on the outline. The CNS should be written in a concise format that communicates the necessary competencies. It should have no excess filler language, and the information should be conveyed using clear, concise bullet points.

Step 5: Review and Edit the CNS

Review and edit the CNS several times. Ask other experts in your organization to review it too. Make sure all the key technical requirements are explicitly stated, and there is no ambiguity around the competencies and associated requirements.

Conclusion

A well-written Capability Needs Statement is a critical component of an RFP response. It serves as the foundation for your proposal, providing a comprehensive overview of the organization’s capabilities and technical expertise. Failure to develop an accurate and thorough CNS could result in a proposal that doesn’t meet the RFP’s technical requirements. Remember to invest adequate time and resources for developing a great CNS. By following the steps we have outlined in this article, you should be able to produce an excellent CNS that will make your proposal stand out and increase your chances of winning the contract.