# How to Write a NEMT Capability Statement in 2027: What VA, Counties, and Facilities Check

Canonical URL: https://nemtguide.com/guides/nemt-capability-statement/ · Updated 2026-10-02

A NEMT capability statement is a short summary of your company that you send to a buyer before or with a bid: the rides you run, where and when, the vans and drivers behind them, your past contracts, and your registration numbers. Federal buyers look for your UEI, CAGE code, NAICS 485991 size, and certifications. For facilities, add your NPI, Medicaid enrollment, licenses, and insurance limits.

- SBA describes a capability statement as one page, front and back, built on five parts: core competencies, differentiators, past performance, corporate data, and contact information.
- A VA sources sought notice usually sets its own list and page limit. In four 2026 notices the limits ran from 3 to 10 pages, and one barred marketing materials.
- In some VA quotes the capability statement is the technical bid, and a vague one can sink your low price.
- A new company with no contract history is not rated up or down on past performance, so list broker, facility, and subcontract work honestly.
- Claim only the small business status and certifications you hold. Registering as small in a federal database counts as certifying it.

A capability statement is the page a buyer reads to decide whether your company is worth a call. VA contracting officers use it to decide whether to set a ride contract aside for small businesses. Hospital and nursing home staff use it to decide whether to try you on a hard trip. Write it around what that buyer checks, and keep every claim on it provable.

## What a capability statement is and when you need one

SBA's capability statement guide (updated March 16, 2022) describes a one-page summary, front and back acceptable, that you use for a first meeting. It tells you to tailor the content to each audience, to keep more than one version, and to keep your SAM.gov profile and SBA Small Business Search profile in sync with it. Government agencies search Small Business Search to find contractors, and SBA fills it from your SAM.gov registration.

A NEMT company uses one in three situations:

1. **A leave-behind for facilities and agencies.** You hand it to a discharge planner, a PACE program, or an area agency on aging. See [NEMT facility contracts](https://nemtguide.com/guides/how-to-get-nemt-facility-contracts/) and [NEMT marketing](https://nemtguide.com/guides/nemt-marketing/).
2. **A reply to a sources sought notice.** A federal buyer asks who can do the work before it decides how to buy it. See [government NEMT contracts](https://nemtguide.com/guides/government-nemt-contracts/) for how notices work.
3. **A required part of a bid.** Some requests for quotes ask for a capability statement as the technical part of your offer.

The three look different. A leave-behind is short and friendly. A sources sought reply answers the notice's own questions in its order. A capability statement inside a bid is a detailed narrative that the buyer grades.

Set your expectations before you start. SBA's Get started with contracting page, as of October 2026, says some businesses spend $80,000 to $130,000 to win their first government contract, and that it can take up to two years to see a return. Keep facility and broker work going while you chase federal contracts.

## The five parts, filled in for a NEMT company

SBA lists five core elements. Here is what each one holds for a ride company.

- **Core competencies.** The levels of service you run (ambulatory, wheelchair, stretcher), the counties you cover, your hours and days, and how fast you can answer a same-day or [will-call](https://nemtguide.com/glossary/will-call-trip/) request.
- **Differentiators.** Facts a buyer can check. The number of wheelchair vans, and whether they load from the side or the rear. Bariatric capacity. Weekend and after-hours coverage. Driver training such as CPR and passenger assistance. Accreditation, if you hold one.
- **Past performance.** Your most relevant contracts and accounts, with the years served, a rough monthly trip count, and a contact who will take a call. SBA notes that, in some cases, work as a subcontractor can be more relevant than work as a prime.
- **Corporate data.** The numbers that prove you are eligible, listed below.
- **Contact information.** A named person, a direct phone, an email, your website, and your address. SBA asks for at least two ways to reach you.

### The corporate data line by line

Each buyer checks a different number. Put all of them in one block so nobody has to ask.

| Line | Where you get it | Who it is for |
|---|---|---|
| Unique Entity ID (12 characters) | SAM.gov registration | Federal buyers, and some county and aging agency bids |
| CAGE code | Assigned by SAM.gov after you submit | Federal contracting officers |
| NAICS 485991 and your size | Your SAM.gov profile | Buyers deciding on a small business set-aside |
| SBA certifications | SBA, with a certification number | Buyers of 8(a), HUBZone, women-owned, or veteran-owned set-asides |
| Type 2 NPI, taxonomy 343900000X | NPPES | Health plans, brokers, and facilities |
| Medicaid provider number | Your state Medicaid agency | Brokers, health plans, and facilities |
| Licenses and insurance limits | Your state or city, and your agent | Every buyer |

SAM.gov registration is free, according to its November 2024 checklist. If you have no CAGE code, SAM.gov assigns one after you submit. Keep your record public: a restricted record is hidden from state and local governments that may want to hire you. The NUCC taxonomy code 343900000X is "Non-emergency Medical Transport (VAN)" in version 26.1. See [how to get an NPI number](https://nemtguide.com/guides/how-to-get-an-npi-number-for-nemt/) for the NPI steps.

## What VA sources sought notices asked for in 2026

A sources sought notice is market research. The answers help the contracting officer decide whether to set the contract aside and for whom. That makes your reply the first thing VA learns about you, and the notice usually tells you exactly what to send.

The Orlando VA's notice, posted July 13, 2026, is the most detailed example. It warned that "generalized capability statements without supporting detail will not be sufficient." It asked for seven parts:

1. Company information: legal name and any DBA, addresses, UEI and CAGE code, a contact, your socioeconomic status with the certifying body and number, whether you hold a Florida license, and any affiliation with other likely bidders or the incumbent.
2. Each relevant transportation contract in the last five years: client, contract number, value, contracting officer contact, service area, yearly trips by mode, and your no-show and cancellation rate if you track it.
3. Fleet by type, whether each vehicle is owned, leased, or subcontracted, average age and mileage, your maintenance program, and your backup plan for breakdowns.
4. Drivers: how many, W-2 or 1099, their licenses, background checks, first aid and CPR, passenger assistance and HIPAA training, and how long it takes to bring a new driver on.
5. A plan to fill any gap, such as a named subcontractor.
6. Your quality control program, insurance types and limits, and how you protect rider information.
7. Where you operate now and your response times.

The same NAICS code and similar questions do not mean the same format. These 2026 notices set very different limits:

| VA notice | Page limit | What else it said |
|---|---|---|
| Puget Sound, April 2, 2026 | 3 pages | Show the resources, staff, and experience to do the work |
| Orlando, July 13, 2026 | 5 pages, not counting attachments | Do not send insurance certificates or vehicle registrations yet |
| C.W. Bill Young VA Medical Center, July 13, 2026 | 10 pages, not counting attachments | Same seven parts as Orlando |
| Battle Creek paratransit, April 17, 2026 | 10 pages | No marketing materials; nothing past the limit is reviewed |

Some notices also tell you the size of the job. The notice for the Clement J. Zablocki VA Medical Center in Milwaukee, posted May 29, 2026, estimated about 70,000 wheelchair van trips and 18,000 sedan trips a year. It asked for years of experience, current contracts with contacts and trip volumes, quality control examples, the number of drivers, and how many of your wheelchair vans load from the rear and how many from the side. A job that size tells you whether to reply alone or with a partner.

Reply in the notice's order, under its headings, within its limit. Attach your one-page sheet only if the notice allows attachments and does not bar marketing materials.

## When the capability statement is your technical bid

Sometimes the capability statement is the part of your quote that decides whether you can win. The Spokane VA's request for quotes, posted September 1, 2026, asked each quoter for a "narrative capability statement" covering:

- **Drivers:** your hiring and subcontractor process, licenses, education, experience, and how each driver's credentials are kept current.
- **Staffing:** how you will meet the response times in the work statement.
- **Vehicles:** total vehicles, vehicles dedicated to VA, the required equipment, and each vehicle's make, model, and year.
- **Licenses and insurance:** copies for Oregon and Washington, or your timeline to get them.
- **Communication:** your phone and computer setup for real-time tracking, and a step-by-step workflow from VA's call to drop-off.
- **Quality control:** a description of your program, with sample documents.

The quote could also list up to three past performance references from the last three years.

The evaluation shows why detail matters. Spokane ranked quotes by price, then checked the lowest-priced quote for technical acceptability "based on the provided capability statement." If it failed, the next lowest was checked. A low price with a vague capability statement loses to a slightly higher price with a complete one.

The same request set the insurance at the federal floor in FAR 28.307-2: $500,000 per occurrence of general liability, and auto liability of $200,000 per person, $500,000 per occurrence, and $20,000 for property damage. State them as your limits, not as "fully insured." The quote also explained that VA rates contractor performance on contracts over $250,000 and shares those ratings with other federal buyers, so your first contract becomes your next capability statement.

For the rules that come with these contracts, such as wage determinations and set-asides, see [VA transportation contracts](https://nemtguide.com/guides/va-transportation-contracts/).

## If you have no past performance yet

Do not leave the past performance section blank, and do not pad it. Under FAR 15.305 and the rewritten FAR Part 15 text that agencies apply under the FAR overhaul deviations, an offeror with no record of relevant past performance may not be evaluated favorably or unfavorably on past performance. A contracting officer also may not find you nonresponsible based only on a lack of performance history (FAR 9.104-1).

Both versions of Part 15 make two more points that help a small NEMT company:

- A request for proposals must let you list past or current contracts with federal, state, and local governments, the private sector, and others. Your broker agreements and facility accounts can go on that list.
- Evaluators should consider the experience of predecessor companies, key personnel, and subcontractors who will do major parts of the work. A dispatcher with years at another ride company is relevant.

The Orlando notice made the same point in plain words. A firm with no comparable transportation contracts was asked to describe related experience, such as dispatch or health care work, and its plan to gain what it lacked. If a contracting officer rejects a small business's low bid over doubts that it can do the job, the case goes to SBA, which can issue a Certificate of Competency for that contract.

## Claim only what you can prove

Every line on a capability statement can be checked, and some carry penalties.

- **Small business status.** Under 13 CFR 121.108, registering in a federal database as a small business, or bidding on a small business set-aside, counts as certifying your size. Misrepresenting it can lead to suspension or debarment, civil penalties under the False Claims Act, and criminal penalties.
- **Certifications.** List only the ones you hold, with the certifying body and number. The Orlando notice asked for both.
- **Fleet and drivers.** Give real counts and separate vehicles you own from vehicles you plan to buy. Orlando asked whether each vehicle was in service or still planned.
- **Licenses.** If you are not yet licensed where the work is, say so and give your timeline, as Spokane and Orlando allowed.

## Tailor it for facilities, counties, and aging agencies

Facility buyers want a different first page. Lead with your service area, hours, vehicle types, response times, the brokers and plans you work with, and your insurance limits. Keep rates on a separate [rate sheet](https://nemtguide.com/templates/nemt-rate-sheet/). Move the federal codes to the bottom, and keep your NPI and Medicaid number near the top.

County and aging agency requests for proposals can score capability as part of the bid. The Southern Mississippi Planning and Development District's fiscal year 2026 transportation request asked for your UEI on the title page. It gave organizational capability 120 of 570 possible points, judged on the number and type of your staff, your previous experience, and your table of organization. See [area agency on aging transportation](https://nemtguide.com/guides/area-agency-on-aging-transportation/) and the [transportation services proposal template](https://nemtguide.com/templates/transportation-services-proposal/).

## How to write a NEMT capability statement, step by step

1. **Pull your numbers.** Count vehicles by type and loading side, drivers by employment type, monthly trips by level of service, counties served, and your hours.
2. **Finish your registrations.** Confirm your SAM.gov record is active and public, with NAICS 485991 and any other codes you bid under. Note your UEI and CAGE code.
3. **Gather proof.** Insurance certificates, licenses, your NPI record, your Medicaid approval letter, and two or three references who agreed to take a call.
4. **Write the five parts on one page.** Front and back is fine. Use short lines and numbers, not adjectives.
5. **Make a version for each audience.** One for federal buyers, one for facilities, and one for county and aging agencies.
6. **Match your SAM.gov profile.** Use the same words for your services so a contracting officer searching Small Business Search finds what your sheet says.
7. **Answer each notice on its own terms.** Follow its order, headings, and page limit. Put the notice or quote number in the email subject line, as Spokane required, and mark proprietary pages if the notice asks you to.
8. **Update it after every new contract.** Add the contract, the trip volume, and the contact, and retire anything older than the buyer's look-back period.

Free help is available. SBA says APEX Accelerators, formerly Procurement Technical Assistance Centers, help businesses sell to federal, state, and local governments, including registering in the right places and checking eligibility for certifications.

## Frequently asked questions

### How long should a NEMT capability statement be?

For a general handout, one page. SBA's capability statement guide (updated March 16, 2022) says front and back is acceptable. When a buyer sets a limit, follow it. VA sources sought notices in 2026 allowed 3 pages at Puget Sound, 5 at Orlando, and 10 at the C.W. Bill Young VA Medical Center and Battle Creek, and Battle Creek said it would not review anything past the limit.

### Can I write a capability statement if I have no contracts yet?

Yes. Under the federal rules, an offeror with no relevant past performance may not be evaluated favorably or unfavorably on it, and a contracting officer may not find you nonresponsible only because you lack a performance history. List your Medicaid broker work, facility and private pay accounts, and any subcontract trips, and name key staff with relevant experience.

### Which codes go on a NEMT capability statement?

For federal buyers: your 12-character Unique Entity ID, your CAGE code, NAICS 485991 (Special Needs Transportation), and any SBA certifications. Product service codes varied across the seven 2026 VA ride notices on this page, among them V212 (motor passenger), V222 (passenger motor charter), V225 (ambulance), V226 (taxicab), and V999 (other transportation, travel, and relocation). All seven used NAICS 485991. For health care buyers, add your Type 2 NPI and your state Medicaid provider number.

### Do I need SAM.gov registration before I send one?

A reply to a sources sought notice is market research, not an offer, but most 2026 VA notices asked for your UEI, and Battle Creek's reminded firms to register in SAM.gov before any offer. You must be registered in SAM.gov when you submit a quote or offer. Registration is free, can take up to 10 business days to activate, and must be renewed every 365 days.

### Should I put my prices on a capability statement?

Not on the general sheet. Give prices only when the buyer asks, in the form it asks for. The DC VA Medical Center's February 2026 notice asked for an estimated monthly cost range for market research only, and Battle Creek's April 2026 notice asked for a price list. For facilities, a separate rate sheet works better.

### Is a capability statement the same as a proposal?

Not usually. A capability statement introduces your company. But a solicitation can make it part of the bid. The Spokane VA's September 2026 request for quotes asked for a narrative capability statement, ranked quotes by price, and judged the lowest-priced quote's technical acceptability on it.

## Official resources

- [SBA: Capabilities statement guide (one page, five core elements)](https://ussba.github.io/brand/assets/sba/resource-partners/8a-CapabilitesStatement-508.pdf)
- [SAM.gov: Entity registration checklist](https://sam.gov/sites/default/files/2024-11/entity-checklist.pdf)
- [SAM.gov: Search contract opportunities](https://sam.gov/search/?index=opp)
- [SBA: How to win contracts](https://www.sba.gov/counseling/how-to-win-contracts/)
- [SBA: Find an APEX Accelerator for free contracting help](https://www.sba.gov/counseling/local-assistance/targeted-support-and-services/)
- [CMS: NPI Registry search](https://npiregistry.cms.hhs.gov/)