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Training Narwin Workspace for Bid Opportunity Notification Emails

Training Narwin Workspace for Bid Opportunity Notification Emails

Last updated on November 10, 2025

Optimize Your Workspace for Better Opportunity Matches

This guide helps you maximize the relevance of opportunity matches by providing the right information to Narwin's AI matching engine.

Quick Start Checklist

Upload these documents and fill out special instructions to see dramatically better matches:
Company capability statement or qualifications summary
Past performance references (3-5 recent projects)
Current certifications and registrations
Company profile or "About Us" document
Provide special instructions with preferences

Essential Documents to Upload

1. Company Capability Statement (CRITICAL)

What it is: A 2-10 page document describing what your company does
Why it matters: This is the #1 most important document for matching. It tells our AI what you're qualified to do.
What to include:
  • Primary services/products offered
  • Core competencies and technical expertise
  • Differentiators from competitors
  • Team size and organizational structure
Example: "ABC Construction - Capability Statement.pdf"

2. Past Performance References (CRITICAL)

What it is: Descriptions of 3-10 successfully completed projects
Why it matters: Past performance is heavily weighted in opportunity evaluation. Demonstrated experience dramatically increases win probability scores.
What to include for each project:
  • Client name and contract number
  • Project scope and value
  • Technical approach and deliverables
  • Performance period and completion status
  • Relevance to your target opportunities
Format options:
  • Consolidated past performance document
  • Individual project summaries
  • Contract completion reports
  • Client testimonials
Example: "Past Performance Portfolio 2024.pdf"

3. Certifications and Registrations (HIGH IMPACT)

What they are: Official certifications, licenses, and registrations
Why they matter: Many opportunities REQUIRE specific certifications. Having them documented dramatically increases relevant matches.
Critical certifications to upload:
  • Small business registrations: SAM.gov registration, SBA certifications (8(a), HUBZone, WOSB, etc.)
  • Security clearances: Facility clearance level, employee clearance stats
  • Industry certifications: ISO 9001, ISO 27001, CMMI, etc.
  • Professional licenses: Professional Engineer (PE), architecture, contracting licenses
  • Quality standards: AS9100 (aerospace), ISO 13485 (medical), etc.
  • Trade/union affiliations: Relevant to your industry
Example files:
  • "SAM Registration Certificate.pdf"
  • "ISO 9001 Certificate.pdf"
  • "Facility Security Clearance Letter.pdf"

4. Company Profile / About Us (RECOMMENDED)

What it is: Marketing materials describing your company
Why it matters: Provides context on company size, history, and culture that helps with fit assessment.
What to include:
  • Company history and founding
  • Geographic locations and coverage areas
  • Team bios (leadership and key personnel)
  • Annual revenue / company size indicators
  • Mission and values
Examples:
  • "Company Brochure.pdf"
  • "About ABC Company.pdf"
  • Website export

5. Technical Documentation (OPTIONAL BUT VALUABLE)

What it is: Documents demonstrating technical expertise
Why it matters: Helps match you to opportunities requiring specific technical approaches or methodologies.
Useful documents:
  • White papers on your methodologies
  • Technical approach documents from past proposals
  • Process improvement documentation
  • Innovation summaries
  • Case studies

Special Instructions Field

Use the Special Instructions field in your workspace settings to provide:

Geographic Preferences

"We primarily pursue opportunities in the Mid-Atlantic region (MD, VA, DC, PA). We can support projects nationwide for contracts > $500K."

Opportunity Preferences

"We focus on federal IT modernization projects in the $200K-$5M range. Strong interest in cloud migration, cybersecurity, and DevSecOps."

Constraints and Exclusions

"Do NOT match us with construction opportunities - we are IT services only. Minimum contract size: $150K. No opportunities requiring Top Secret clearances."

Key Differentiators

"We are a Service-Disabled Veteran-Owned Small Business (SDVOSB) with ISO 9001, ISO 27001, and CMMI Level 3. Team of 45 includes 12 active TS/SCI cleared personnel."

Industry Focus

"We specialize in healthcare IT - EMR implementations, HIPAA compliance, health information exchanges. Target clients: hospitals, ACOs, state Medicaid agencies."

Red Flags - What NOT to Do

  • ❌ Don't upload non-business documents: Personal files, unrelated PDFs, test documents
  • ❌ Don't be vague: "We do IT services" → ❌ | "We specialize in ServiceNow implementation and Salesforce integration" → ✅
  • ❌ Don't exaggerate capabilities: Upload proof of what you've ACTUALLY done, not aspirations
  • ❌ Don't forget to update: Refresh documents when you earn new certifications or complete major projects
  • ❌ Don't rely on website alone: Many company websites are too generic for good matching

Document Quality Tips

Good Example (Capability Statement):

"ABC Technologies specializes in enterprise software development with deep expertise in Java, Python, and React. We have completed 15+ Agile projects for federal agencies including DoD and DHS. Our team of 30 includes 8 certified Scrum Masters and 12 developers with active Secret clearances. We hold ISO 9001:2015 and CMMI Level 3 certifications."

Poor Example (Capability Statement):

"We are a great IT company with lots of experience. We do software and can help with your IT needs. Contact us to learn more."

Expected Results

Without optimization:
  • 20-30 matches per day
  • 5-10% feel relevant
  • Win probabilities scattered 20-70%
With full optimization:
  • 8-15 matches per day (higher quality, filtered)
  • 60-80% feel highly relevant
  • Win probabilities concentrated 60-90% for top matches
  • Clear understanding of WHY each match was suggested

Maintenance Schedule

  • Weekly: Review new matches and provide feedback
  • Monthly: Upload new past performance references
  • Quarterly: Review and update special instructions
  • As needed: Upload new certifications immediately when earned

Getting Help

If you're unsure about a document or want recommendations specific to your industry, contact us with:
  • Your industry/sector
  • Types of opportunities you pursue
  • Any specific matching issues you're experiencing
We'll provide tailored recommendations for your profile.