SAM.gov Entity Registration - For Vendors_Final2024 - Read-Only.pptx

October 3 2024 SAM.gov Entity Registration For Vendors

U.S. DEPARTMENT of STATE

The information is current as of February 4, 2024 We developed this slide deck for Procurement professionals at post. Please modify to suit your needs, as you interact directly with entities/vendors and often help with entity registration.

For vendors creating, updating or renewing a SAM.gov Entity Registration

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This slide presentation contains:

What is SAM.GOV?

What is an Entity?

What is an Entity Registration?

What Are Exclusions?

What are Contract opportunities?

Websites in English and I don’t understand the Language – What to do?

How you register SAM.GOV?

Status of the registration process SAM.gov Common Problems in SAM.GOV Resources – Where to Find Help

This slide deck will be helpful for entities (vendors) who are creating, updating or renewing a SAM.gov Entity Registration. This is a resource of information from DOS SAM.gov LES Workshop presentations, GSA IAE and GSA FSD.gov. This is not a step-by-step guide. We focused on the most important information, common issues, and solutions. The Federal Service Desk (FSD.gov) Knowledge Base articles are referenced throughout, and entities are encouraged to read these documents via the FSD.gov which is the place to go for assistance.

What is SAM.gov ?

What is SAM.gov?

System for Award Management (SAM.gov) is an official website of the United States government The government does not charge any money to register or maintain your entity registration in SAM.gov You can use SAM.gov to become eligible to bid on and receive payment for U.S. federal government contracts;

You can use this website to:

Register to do business with the U.S. government.

Update, renew, or check the status of your entity's registration.

Search entity records and exclusions.

Contract (formerly FBO.gov) and deal with opportunities.

The General Services Administration’s (GSA’s) Integrated Award Environment (IAE) facilitates the federal award processes in multiple online systems, including the System for Award Management or SAM.

Think of SAM as a depository for vendors, state & local governments, individuals, or non-profit organizations’ information If the entities want to do business with the U.S. Federal Government , they must be registered in SAM.gov

What is an International Entity?

What is an International Entity?

“Entities” in SAM.gov are corporations, organizations, partnerships or individuals that submit information to be eligible for federal funds through contracts, grants, or other financial assistance “International Entities” are any entity based outside of the U.S.

Entities = Vendors (Please see the Code of Federal Regulations, 2 CFR 200.1 for a definition of included entities)

An entity is anyone who desires to do business with the U.S. Government Entity can also refer to a party which has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government We will use the terms entity and vendor interchangeably

What is an International Registration?

An entity registry allows you to bid on U.S. government contracts and apply for federal assistance. You will receive a Unique Entity Identifier (SAM) to register the entity.

It is important to prepare your information and allow enough time to accurately understand and complete your registration. You only need to fill it out and manage it here to remain eligible for federal awards.

You must renew your registration every 365 days for it to remain active.

Entity can also refer to a party which has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government We will use the terms entity and vendor interchangeably

What are Exclusions?

An exclusion identifies a party excluded from receiving federal contracts, certain subcontracts, and certain types of federal financial and non-financial assistance and benefits. If your entity or any of its directors is subject to an active delisting, it means that your entity is currently debarred, suspended, proposed for delisting, or declared ineligible for award of contracts by any federal agency.

Adjudicating officials check SAM.gov to see if an exclusion exists for their entity. Always contact the issuing agency if you have questions about an exclusion record.

Entity can also refer to a party which has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government We will use the terms entity and vendor interchangeably

What are Contract Opportunities?

Contract opportunities are lists of federal business opportunities in excess of $30,000, including synopses of proposed contract actions, requests, and associated information that can be accessed electronically by the public.

Organizations registered in SAM.gov can compete for federal contracts.

Entity can also refer to a party which has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government We will use the terms entity and vendor interchangeably

Websites in English and I don’t understand. What to do?

Yes, all the sites are in English since they are tools of the United States Government. If you don't understand English, don't worry you can translate the page into other languages. Click here to learn how to change Chrome languages and translate web pages.

To translate YouTube reference videos, click here and learn how to manage subtitle settings.

Entity can also refer to a party which has been suspended or debarred, is covered by a prohibition or restriction, or is otherwise excluded from doing business with the government We will use the terms entity and vendor interchangeably

How do you register in Sam.gov

1. Set up an account on SAM.gov

Go to SAM.gov and select Sign In in the upper right corner Select Accept to accept the U.S. Government terms and conditions Create a login.gov account (Click the Create an Account button) or use your existing login.gov account Article: How do I register a new entity or how do I get a new Unique Entity ID in SAM.gov?

Video: How to create a user account on SAM.gov.

FSD article: How to create a user account on SAM.gov?

How do I create a SAM.gov user account?

KB0017363

1. Set up an account on SAM.gov

Register a general company email that everyone has access to: companies usually register the email of a specific employee and in the absence of that person, they end up losing access to the company's registration account.

You can't create more than one company record in different accounts, so it's important that everyone has access to that email.

IMPORTANT INFORMATION

SAM.gov and Login.gov – Authentication Methods Authentication Methods:

SMS/Text messages Voice/Phone Backup codes Authentication application (Microsoft Authenticator, Google Authenticator, etc.)

Federal government employee or military identification (PIV/CAC) Security Key Other method

IMPORTANT!!!!!

Select at least two Include phone numbers Remember to renew backup codes Check Login.gov International phone number support

Everyone should have TWO (2) authentication methos, to avoid getting locked out of your account Check the Login.gov International Phone Number Support to determine if your international phone number can be used as a two-factor authentication method to receive SMS (text messaging) and/or phone calls.

Due to spam issues, or changes made by Login.gov’s SMS and voice providers, this list can change and your number may no longer be supported. Sometimes new phone numbers are also not supported for voice or SMS (text messaging).

We encourage you to set up more than one authentication method to avoid getting locked out of your account if your phone number is no longer supported.

2. Create an NCAGE code?

Before initiating a registration, international entities must obtain an NCAGE Code for each entity they plan to register with the SAM.gov. Get an NCAGE code here.

Make sure that the legal name of the company and the physical address you provide to obtain your NCAGE code and register are identical. It takes up to 3 business days to get an NCAGE code.

How to get a CAGE code successfully.

Create an NCAGE code?

How to get a CAGE code successfully.

Create an NCAGE code?

The information entered in the CAGE must be the same as that reported in the SAM.gov record. it is recommended to take a screenshot of each completed screen in order to be able to replicate the exactly same data in the SAM record.

Fill in only the required fields: For all records discussed here, fill in only the required fields. Providing unnecessary information will disrupt the record.

IMPORTANT INFORMATION

3. Prepare your Data

Waiting for your NCAGE code to be approved, Prepare your documents for your business registration with SAM.gov Documents to Validate Legal Business Name and Physical Address

What documentation do I need to validate my entity? KB0055230 https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=9bcc94f9872bbd14f20c63180cbb3501

Article: What documentation is required to validate my entity?

Article: What information do I need to register my entity in SAM.gov?

Start your registration on SAM.gov- ALL Awards

When you’re ready to start a new entity record, go to SAM.gov and follow these steps:

Log in to SAM.gov

Agree to the terms of use of the SAM.gov

III. Start registration by clicking GET STARTED directly from the home page. The same can be done directly from your WORKSPACE.

Entity Information is one of the SAM.gov domains or functional areas There are links to register your entity or get a unique entity ID (UEI), if you don’t have one already Sign into your entity workspace to renew or update your entity registration information Always check the status of a recently submitted entity registration or renewal to see where you are in the process.

SAM.gov Entity Information Domain

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SAM.gov/content/home

SAM.gov/content/entity-information

Entity Information is one of the SAM.gov domains or functional areas There are links to register your entity or get a unique entity ID (UEI), if you don’t have one already Sign into your entity workspace to renew or update your entity registration information Always check the status of a recently submitted entity registration or renewal to see where you are in the process.

Create New Entity

After the “Welcome” screen appears, click on CREATE NEW ENTITY.

April 4, 2022, GSA transitioned from the DUNS Unique Entity ID (UEI) to the SAM UEI. With this transition, the Entity Validation Service provider also changed EVERYONE must complete initial entity validation against the new provider’s database, as the old provider’s data cannot be use as of April 4, 2022.

Select Questions and Answers, and then click next

Select Questions and Answers, and then click next.

Questions continued

Do you already have a CAGE code?

Provide CAGE code

Prepare Your Data

Prepare your data

Enter Entity Information

Legal business name/Legal name Physical address: This must be identical to the one provided in CAGE. Get your screenshot from there and complete the fields.

Verify Your Entity

Upon completion of this step, you will receive an email asking you to VERIFY YOUR ENTITY.

Video: Validating Your Entity in SAM.gov

Article: What is the process for validation?

Once you've validated your entity and obtained the Unique Entity ID, it's time to start your actual registration. You will be asked to indicate your relationship with the entity you are registering. Indicate whether you are an employee or partner of the entity and click NEXT.

Verify your entity and obtain Unique Entity ID.

Enter Relationship to Entity

Generally, the registration is done by someone from the company (employee, partner or similar). If this is the case, select the option checked. If not, select the second option.

Enter Relationship to Entity

If you are directly affiliated with the company, you will see the REGISTRATION OVERVIEW where each section will already be pre- populated. This part of the registration should take about 45 minutes if you have all the information requested. Complete each section as needed:

CORE DATA – KEY INFORMATION

ASSERTIONS

REPRESENTATION AND CERTIFICATION

POINTS OF CONTACT (POCs), including optional pocs. OPTIONAL POCs may be removed at a later date if there is no longer any relevance to such information.

After reviewing the entire record, select SUBMIT on the ENTITY REVIEW page.

When you select SUBMIT, you will see confirmation on the page that the registration request has been successfully submitted. You will receive a confirmation email. You should have a response, positive or negative, within 10 business days.

Article: How long does it take for my entity to be considered active?

Generally, the registration is done by someone from the company (employee, partner or similar). If this is the case, select the option checked. If not, select the second option.

Check Status of your Entity in your workspace

If after 10 business days you don't have any placements, check the status of your entity in your Workspace.

Check Status of your Entity in your workspace (cont.)

If after 10 business days you don't have any placements, check the status of your entity in your Workspace.

SAM.gov Registration Process

Entity Validation is the first step to get a UEI and register an entity

Entity Status Labels

Common Issues & Solutions

SAM.gov Assistance - Most Common Issues

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1. Do you need to appoint an Entity Administrator?

See the FSD.gov Knowledge Article:

How can I become the new administrator for our entity registration? (KB0016652) Create a ticket via the Federal Service Desk (fsd.gov) and attach the Entity Administrator letter to that ticket.

If you have already submitted an Entity Administrator letter - You will receive direct updates via the FSD ticket once a decision (approval or rejection) has been made Be responsive to the Agent’s comments What to Expect: Tickets are reviewed in the order in which they are received.

According to GSA, these are the four (4) most common issues We have also included additional slides containing issues we have seen

SAM.gov Assistance - Most Common Issues (cont.)

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2. Do you need to Validate your Entity?

See the FSD.gov Knowledge Article:

I am unable to find a matching entity when asked to enter or validate my entity information (KB0055230) Validating your Entity (KB0058422) What documentation do I need to validate my entity? (KB0055230) Create an FSD ticket by going to the Entity’s workspace in SAM, click the three-dot ‘Actions’ menu and select 'Update'; on the next screen click 'Create Incident' Be responsive to the Agent’s comments or the FSD ticket will be closed What to Expect: Tickets are reviewed in the order in which they are received.

SAM.gov Assistance – Most Common Issues (cont.)

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3. Have you Submitted a Registration?

Users with assigned roles with the registration can monitor the process via this path:

Log in to SAM.gov → from the Homepage, select ‘Check Registration Status’ → and enter the UEI or Legal Business Name If the registration is rejected, the Entity must follow the instructions provided by either IRS or CAGE to reconcile any discrepancies.

What to Expect: Normal processing times are 10 business days from the date the registration was submitted.

Common Issues: Addresses not matching

SAM.gov Entity Information

Physical Address must match CAGE/NCAGE: FSD Articles KB0055230 & KB0061654

These next few slides show an example of an address mismatch between SAM.gov Entity Registration and CAGE/NCAGE. We see this issue a lot The addresses must match line by line

Common Issues: Addresses not matching (cont.)

CAGE/NCAGE

Common Issues: Addresses not matching (cont.)

SAM.gov Entity Information

CAGE/NCAGE

As already pointed out, the company's physical address must be the same as the one provided in the CAGE:

Common Issues: Unique Entity ID

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You can only have one UEI and one CAGE/NCAGE See the FSD.gov Knowledge articles:

Do I have to re-register my entity or update my entity to get a Unique Entity ID? (KB0045988) I am a international registrant and need to find an NCAGE Code to register in SAM.gov. How do I get an NCAGE code? (KB0016381)

What is an NCAGE code?

International entities are required to get an North Atlantic Treaty Organization (NATO) Commercial and Government Entity (NCAGE) code before registering. You must get an NCAGE code if you meet either of the following criteria:

You are registering for "All Awards" (both contracts and grants) as your purpose of registration, or

You are seeking financial assistance from Department of Defense (DoD).

If your purpose of registration is "Financial Assistance Awards Only", and you are not seeking financial assistance from the DoD, you do not need an NCAGE code to register. When you get an NCAGE code, you supply a legal business name and a physical address for your entity.

The entity name and address you provide in SAM.gov must match your NCAGE record and entity documentation you may be required to provide to validate your entity.

7 Common Reasons Entity Validation Documents Get Rejected Reason #1: You attached the correct document, like a bank statement, but it’s too old.

Reason #2: You didn’t include the specific request you’re making in the text box of your ticket.

Reason #3: You attached one or more documents with incorrect information.

Reason #4: You attached documents demonstrating your physical address using a P.O. box.

Reason #5: You attached non-English-language originals without also attaching a certified English translation.

Reason #6: You attached your original application or typed document, or screenshots of a form where you entered data on a website.

Reason #7: You attached poor quality documents.

Source: FSD.gov article number: KB0059705

Where to Find Help

Federal Service Desk (FSD.gov) WEB Page

This is the help desk for SAM.gov. Become familiar with this FSD.gov landing page and the Knowledge Base Sign in to see your incident ticket status, if applicable Always check the FSD.gov Knowledge Base first. Use the green or blue links, if applicable Search by Keyword or Article Number to find the latest articles

Federal Service Desk (FSD.gov) WEB Page

This is the help desk for SAM.gov. Become familiar with this FSD.gov landing page and the Knowledge Base Sign in to see your incident ticket status, if applicable Always check the FSD.gov Knowledge Base first. Use the green or blue links, if applicable Search by Keyword or Article Number to find the latest articles

Federal Service Desk (FSD.gov) Knowledge Base

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Federal Service Desk (FSD.gov) Search the FSD Knowledge Base Frequently Asked Questions (FAQs) FIRST OPTION: Search the FSD Knowledge Base User guides Video tutorials Articles Glossary terms SECOND OPTION: Create an incident ticket THIRD OPTION: Phone Call or Live Chat w/ FSD representatives

First Option should be the FSD.gov Knowledge Base

Federal Service Desk (FSD.gov) Knowledge Base

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Forums for the entities:

For those in the process of registering at the moment;

For those new to the registration process;

Questions and Answers from users;

Read:

Federal Service Desk Knowledge Base Articles Quick start guide for international registrations FSD.gov Look on the site for user guides, tutorial videos, articles, glossary of terms, etc.

You can also create an incident asking for help You can call or open a live chat with FSD representatives.

FSD Hours of Operation Monday - Friday 8 a.m. to 8 p.m. ET International calls: +1 334-206-7828

First Option should be the FSD.gov Knowledge Base

Thank You

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SAM.gov FSD.gov Login.gov YouTube - GSA

The above slide contains the links for the four (4) websites referenced in this slide deck.

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