Last reviewed on May 12, 2026.
How to use this page
This page describes the contents of frequently used government contracting documents. The intent is to show what each document should include, so a reader can either adapt an existing internal template or recognize when an external template is missing required elements.
Free official starting points are linked under each section. For documents that touch legal liability — teaming agreements, NDAs, joint venture agreements — consult counsel before signing.
Capability statement
Standard structure
A capability statement is a one-page marketing summary that contracting officers and small business specialists use to evaluate fit quickly. The format is well-established.
- Header: Company name, logo, tagline
- Core competencies: 3–5 service lines stated in agency language
- Differentiators: What makes the company a better fit than alternatives
- Past performance: 3–6 representative contracts with agency, scope, and value
- Company data: UEI, CAGE code, NAICS codes, set-aside certifications, DUNS (where still requested)
- Contact block: Primary point of contact, email, phone, website
The SBA publishes free guidance and sample formats: SBA capability statement guidance.
Teaming agreement
Common provisions
Teaming agreements bind two or more companies to pursue a specific opportunity together. They are pre-award only; they do not create a joint contract with the government. A workable agreement covers:
- Identified opportunity and the agreed roles of prime and subcontractor
- Workshare percentages, often tied to specific task areas
- Exclusivity — whether either party can join a competing team
- Proposal cost responsibility and contribution
- Intellectual property treatment and background-IP carve-outs
- Non-disclosure obligations and duration
- Conditions for converting to a subcontract on award
- Termination and dispute resolution provisions
Teaming agreements should be reviewed by counsel before execution. They are referenced in FAR 9.6. For how teaming agreements compare to joint ventures and prime-sub structures — and when each is the right vehicle — see joint ventures and teaming in federal contracting.
Small business subcontracting plan
Required elements
Subcontracting plans are required for unrestricted contracts exceeding the thresholds in FAR 19.702. The plan must contain percentage and dollar goals across categories, methods for identifying subcontractors, and reporting commitments.
- Goals for small business, small disadvantaged, women-owned, HUBZone, SDVOSB, and veteran-owned subcontracting
- Description of the method used to develop each goal
- Identification of types of supplies and services to be subcontracted
- Good-faith efforts statement and outreach methods
- Records and reporting commitments (ISR semi-annually, SSR annually, both via eSRS)
- Flow-down statement for large subcontractors
See FAR 52.219-9 and the subcontracting plans guide.
Proposal documents
Technical volume outline
- Executive summary tied to win themes
- Understanding of the requirement
- Technical approach by major task area
- Management plan, organization chart, key personnel
- Quality control and risk mitigation
- Transition / phase-in plan if applicable
Cost / price volume
- Direct labor by labor category and hours
- Fringe, overhead, G&A applied to each cost element
- Other direct costs (travel, materials, equipment)
- Subcontractor costs with appropriate supporting detail
- Fee or profit
- Narrative explaining assumptions and basis of estimate
Past performance
- Contract reference for each example: agency, contract number, period, value
- Scope summary and how it maps to the current solicitation
- Relevant CPARS ratings if available
- Customer reference with current contact details
- Outcomes — quantitative where possible
Quality control plan
- Quality organization and roles
- Inspection points and acceptance criteria
- Corrective action and non-conformance procedures
- Performance metrics with targets and reporting cadence
- Customer feedback handling
Compliance and certification documents
| Document |
What it contains |
Official source |
| Certified payroll |
Weekly payroll for Davis-Bacon covered work, with statement of compliance |
DOL Form WH-347 |
| Representations & certifications |
Annual reps and certs covering size, ownership, debarment, and similar |
Maintained in SAM.gov |
| OCI mitigation plan |
Identification and mitigation of organizational conflicts of interest |
FAR Subpart 9.5 |
| System Security Plan |
Documentation of NIST 800-171 control implementation for CUI |
NIST SP 800-171 |