A good first teaming conversation starts with a small, credible offer: the work you perform, the customer problem it solves and the evidence that you can deliver it. For a Maryland company approaching a federal buyer or an established prime contractor, SAM registration, industry codes and a capability statement should all describe that same business.
Confirm which registration you need
SAM.gov’s registration guidance distinguishes a full entity registration from obtaining only a Unique Entity ID. A business seeking federal awards directly needs a registration; some organizations involved only in certain subaward transactions may need the identifier alone. An identifier by itself does not allow a company to apply directly for federal awards. Active registrations must be renewed every 365 days.
SAM registration, a Unique Entity ID and registration maintenance are free. Start at the official site, gather the requested business information and maintain control of the account. Put renewal responsibility on a named person’s calendar. Before sending a capability sheet, check that the public business name, contact information and registration status match what you intend to represent.
Choose NAICS codes that describe your delivery
The Census Bureau’s NAICS search provides industry definitions. Search the activity you perform and read the definition, including related classifications. A company writing custom software and one providing general management advice may both work on the same program while offering different services. A long list of codes cannot explain that distinction for the reader.
Select a focused set that reflects your actual work, then check the NAICS code and size standard in each opportunity. The SBA’s contracting introduction points businesses to its size-standards tool. “Small” for contracting purposes depends on the applicable rules; it is not established by a small team, a local address or the wording of a brochure.
Build a capability statement someone can use
Our recommended first version is a clear, readable page. The SBA’s 2022 capability-materials guide is a useful format reference. Use current SAM.gov guidance for identifiers; that older PDF still mentions DUNS. Write the page for one audience at a time: a facilities prime has different questions from a health-IT program manager.
- Core service: Explain what you deliver in plain language. “We reconcile and document data migrations” tells a reader more than “innovative solutions.”
- Evidence: Describe relevant completed work, your role and a result you can substantiate. Obtain permission before naming customers or reproducing their logos.
- Capacity: State the team, equipment, service area or response arrangements that matter to the proposed work. Separate current capacity from planned hiring.
- Business identifiers: Include applicable identifiers and selected NAICS codes. List only certifications and contract vehicles the business actually holds.
- Contact: Give one person a clear responsibility for follow-up and use a working business email and website.
For a new firm, accurate commercial experience can be more useful than a page that implies federal past performance it does not have. Be precise about whether an example belongs to the company, a founder’s previous employment or a proposed teammate.
Research a buyer before asking for a meeting
The SBA’s subcontracting resources explain the roles of primes and subcontractors and point to Small Business Search, now used in place of the older Dynamic Small Business Search name. Review your discoverable profile alongside your one-page statement. Consistent descriptions help a potential partner understand the same business in both places.
Make a shortlist by work type and geography. A company serving Fort Meade should identify the relevant agency or prime’s buying route; a Port of Baltimore supplier should identify the terminal operator or public buyer. An office in the same corridor does not establish an active contract, a subcontracting need or an endorsement.
Leave the conversation with a next step
Ask where your specific service might fit, what evidence the team requires, how suppliers are evaluated and whether there is an appropriate future buying period. Offer a short example connected to that need. If a partner requests pricing, clarify scope, assumptions, delivery responsibilities and the due date before preparing it.
Afterward, record the opportunity, contact, permitted follow-up and missing information. A useful outcome might be a request for a technical summary, an introduction to the right buyer or an honest decision that the opportunity is unsuitable. Maryland APEX’s readiness checklist can help you identify the operating gaps before you invest heavily in proposals.
Sources reviewed October 16, 2026. This is an independent editorial planning guide. Agency instructions, solicitation terms and executed agreements govern each procurement; this article does not establish eligibility, certification or contract access.