Capability Statement and Expiry Tracker
Four documents and three sheets that sort every claim on the statement by the date its renewal has to start rather than the date it expires.
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Certification and Registration Tracker · Marchwood Operations Advisory · nine staff · statement cut 1 September 2026
Sorted by the date you have to start, not the date it runs out
| # | Claim on the statement | Expires | Renewal takes | First required and invalid | Act by | Pipeline gated |
|---|---|---|---|---|---|---|
| 1 | Professional liability certificate | 30 Sep | 14 days | 9 Oct, state submission | 25 Sep | 4 pursuits, $797,000 |
| 2 | SAM entity registration (5th by expiry) | 14 Nov | 30 days | 20 Nov, federal award | 21 Oct | $340,000 |
| 3 | PMP, M. Okonjo (4th) | 31 Oct | 21 days | 20 Nov, federal award | 30 Oct | $340,000 |
| 4 | Virginia SWaM certification (3rd) | 20 Oct | 45 days | 15 Dec, state award | 31 Oct | $265,000 |
| 5 | SAM annual representations (2nd) | 8 Oct | 7 days | 20 Nov, federal award | 13 Nov | $340,000 |
| 6 | eVA vendor registration | 31 Dec | 7 days | 4 Jan, state performance | 28 Dec | $339,000 |
| 7 | Workers compensation certificate | 31 Jan | 10 days | 1 Feb, hospital performance | 22 Jan | $457,000 |
| 8 | ISO 9001:2015 certificate | 28 Feb 2028 | 120 days | Nothing on this board | 31 Oct 2027 | $458,000 |
Rows 2 to 5 are in the reverse of expiry order and that is the whole sheet. The entity registration expires 37 days after the annual representations and has to be started 23 days before them, because one takes 30 days to clear validation and the other takes an afternoon. Sorted by expiry it is fifth and nobody looks at it until November. Sorted by act-by it is the thing to do this month.
Row 1 is the only claim gating every pursuit on the board. One certificate, 24 days from the date this statement was cut, carrying the whole $797,000 pipeline. It also has the shortest patience: it expires on 30 September and fails 9 days later at a state submission, so the window in which a lapse is invisible is nine days rather than the two months rows 4 and 5 get.
Act by is computed, not judged. First date the claim is required and will not be valid, minus how long the renewal actually takes. Change an award date in the pipeline sheet and this column moves.
Search this and the layout is already decided for you. Six sections, two columns, competencies left, past performance and codes right, one page, save it as a text-searchable PDF, cut a version per agency. That advice is correct and it is finished. The best of it gets as far as keep it current, update it every six months. A calendar reminder is not a mechanism, and the claim that disqualifies you is almost never the one that expires first.
A federal registration has to be valid on two separate dates. FAR 52.204-7 puts one at submission and one at award, and those sit 28 to 77 days apart on the four pursuits in the worked example. So urgency is the date you have to start, not the date something expires. Marchwood's entity registration expires 37 days after its annual representations and has to be started 23 days earlier, because one takes 30 days to process and the other takes 7.
Then the register. Every row carries the route by which it belongs to you. FAR 15.305(a)(2)(iii) names four: your own contract, a predecessor company, a person who worked it somewhere else, and a subcontractor who has to actually be on this team. Marchwood's register totals $5,998,500. Its own contracts are $526,500 of that. On the federal pursuit, after relevance and a three-year recency window and one unmade teaming decision, $3,258,000 survives. Price the work it wins in the consulting proposal pack.
What's in the pack
Certification and Registration Tracker
Every asserted claim with its expiry, the pursuits it gates and their combined fee, the renewal lead time, and the computed date you have to start.
Past Performance Register
One row per engagement with the route it belongs to you by, the condition attached to that route, the named referee, and whether that referee is still in post. A row that needs a full writeup rather than one line, especially one the named client will not let you cite by name, gets built out in the case study pack.
Bid Eligibility Check
Every pursuit tested at all three checkpoints, so the count of claims valid at submission, at award and on the last day of performance sits in one row.
Capability Statement
The one-pager itself, with every past performance route stated on the page and the omissions recorded underneath so nobody restores them by accident.
Sector Variants
Federal, state, private and municipal side by side, each defined as a filter over the two sheets rather than a rewrite of the prose.
Differentiator Note
What each claim rests on and who can check it, the three that got cut and why, and what share of the defensible total rests on one named person.
What the Statement Asserts
Why a claim has three checkpoints and not one, including the obligation to stay registered through final payment and the annual clock that runs from your own date.
Eligibility Sweep
A weekly recompute that names what is past its act-by date, what is expired but not yet failing, and which claims are asserted with no date at all.
How to use it
- 1
Open in River, or take it blank
Open the pack in River and send your certificates, your last few engagements and the pursuits you are chasing, or download the Word documents and CSV sheets and fill them in yourself.
- 2
Date every claim
Expiry, the pursuits it gates, and how long the renewal really takes worst case. The act-by column computes itself from those three and becomes the sort key.
- 3
Route every engagement
Your own contract, a predecessor company, a named person, or a subcontractor you have not teamed with yet. Then apply relevance and recency and see what survives.
- 4
Cut the variant, keep the notes
Assert only what this buyer reads and only what the sheets hold with a date. Record what was left out, so a stale version never goes out as a fresh one.
Frequently asked questions
Is this template free?
Yes. The zip is Word documents and CSV sheets, no account and no card. Edit with AI is the optional half: the agent reads your certificates and engagements, computes an act-by date for every claim, and routes every past performance row. The rest sit in the template library.
What format are the downloaded files?
Four Word documents and three CSV sheets in one zip. The sheets carry the columns that do the work: expiry, lead time, act by, pipeline gated, route, route condition, referee still in post. Open them in Excel, Numbers or Google Sheets.
Why not just sort by expiry date?
Because a 45-day recertification expiring in six weeks is more urgent than a 7-day portal update expiring in four. In the worked example the entity registration expires 37 days after the annual representations and has to be started 23 days before them. Expiry order puts it fifth.
Does this only work for federal contracting?
The dated regulations are federal, because that is where the checkpoints are written down. The mechanism is not. A state portal, a private buyer's supplier register and an insurance certificate all expire, all gate specific pursuits, and all take a knowable time to renew.
What if most of my past performance is not really mine?
That is the normal case and the register is built for it. Three of the four routes are somebody else's record travelling to you under a condition. Naming the route makes the claim stronger, because a reader who works it out unaided discounts the whole document.
Do I need a separate statement per agency?
One statement and a filter. Each variant asserts the claims that buyer reads and the engagements that survive its relevance and recency tests. When a certificate lapses the tracker already knows which pursuits it gated, so it names the variants that just went stale.
What happens when a solicitation actually arrives?
This space stops there. The statement gets you on the list and the compliance work starts with the document itself, which is the RFP response tool. Pricing and the priced scope live in the proposal pack.
Know the date, not the deadline
Take the Word documents and CSV sheets blank, or send River your certificates and your last few engagements and get an act-by date on every claim.
Edit with AI