Registering in the System for Award Management.pdf

Registering in the System for Award Management (SAM)

It is compulsory for all companies overseas who do business with the U.S. Government valued over $30,000 to register in a database called “SAM – System for Award Management”. The database compiles standard information such as company legal name, street address, contact information, and what kind of goods and services it offers. To register in SAM, a DUNS number and a NCAGE code are required. If you do not have this information already the codes will have to be obtained before registering. There is no cost involved, neither in obtaining the numbers, nor registering in the SAM, however some third party businesses do offer a service where they will charge organizations to perform the registration on their behalf. These businesses are not associated with the US Government and cannot guarantee that registration through them will be successful.

We would strongly encourage you to register your company today, so we can continue doing business with you in the future.

How to register

When registering in all systems please remember that the Legal Business Name and physical address listed for the firm in the Dun and Bradstreet system must be exactly the same (including exactly the same spelling, capitalization, punctuation, spacing, and what information appears on what line) as the Legal Business Name and physical address listed for your firm in the NCAGE system. The System for Award Management (SAM) imports the Dun and Bradstreet data and compares it to the information in the U.S.’s Business Identification Number Cross-reference System (BINCS) (which has a copy of what is in the NCAGE system for the firm). If the Legal Business Name and physical address listed for the firm in Dun and Bradstreet are not EXACTLY the same as the Legal Business Name and physical address listed for the firm in BINCS, then the SAM registration will error out and the firm will not be able to complete their SAM registration.

1) First you must obtain a DUNS number from Dun & Bradstreet. The DUNS number is a unique nine-character identification number provided by the commercial company Dun and Bradstreet (D&B). You may obtain your number from this website Customer Services - Get Your Dun & Bradstreet D-U-N-S® Number If you have issues with obtaining your number then you can contact D&B by phone on 0808 223 2879 or by email at enquiries@dnb.com

2) Next get an NCAGE code: If you are a foreign entity, you are required to enter a NATO Commercial and Governmental Entity (NCAGE) code. You must obtain this code prior to registration in SAM. Entities located in countries that are a member of NATO or are a sponsored Non-NATO (Tier 2) nation must contact their local country’s codification bureau to request an NCAGE code be assigned. The following document gives information on how to register for an NCAGE number Registration and updating procedures for NCAGE

To obtain a UK NCAGE code click on this website:

o www.ncb.mod.uk o Scroll down to ”Launch CSIS” and click on the “Click here” link. It will take you to the website application to request the code.

http://www.sam.gov/ http://salesmarketing.dnb.co.uk/find_my_company/?_ga=1.173962851.1998049849.1426265361 http://salesmarketing.dnb.co.uk/find_my_company/?_ga=1.173962851.1998049849.1426265361 mailto:enquiries@dnb.com https://www.sam.gov/sam/SAM_Guide/SAM_User_Guide.htm#NCAGE https://www.sam.gov/sam/SAM_Guide/SAM_User_Guide.htm#NCAGE https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf http://www.ncb.mod.uk/ o Select “Create UK NCAGE” o Enter your postcode where prompted and click “GO” o Select your address o Enter your company name exactly as it was entered when the DUNS number was applied for.

o The page should automatically refresh, giving you the NCAGE number o Before leaving the page you should add your phone number, email address, website and

FAX number (if you have one). Please note that you must click on “+” after each entry.

Contact for NCAGE in the United Kingdom:

Defence Equipment and Support (DE&S)

UK NCB

Ministry of Defence Kentigern House Room 2.4.23, Mailpoint G 65, Brown Street

GLASGOW G2 8EX

0141 224 2250

Email: DESSEOCSCP-NCB-CustSvc@mod.uk

3) Wait at least 24 after obtaining both the DUNS number and NCAGE code – it may take up to 5 days for both numbers to update and be recognized in SAM.

4) You must then proceed to create a user profile in SAM before you can register http://www.sam.gov

5) Once your profile is complete you may now proceed to register in SAM http://www.sam.gov

6) As of 31st March 2018 new registrants are required to provide a letter identifying their authorized Entity Administrator before their registration will be activated in SAM. A sample letter for you to complete is attached to the end of this guide. The letter can initially be scanned and sent via the Federal Service Desk www.fsd.gov but the original must be posted to the Federal Service Desk at the address below and received within 45 days or the registration will be cancelled.

FEDERAL SERVICE DESK

ATTN: SAM.GOV REGISTRATION PROCESSING

460 INDUSTRIAL BLVD

LONDON, KY 40741-7285

UNITED STATES OF AMERICA

7) When registration is complete please provide the Embassy with your DUNS number so we can locate you in SAM. Please also ensure that you put your DUNS number on any future quotes for work submitted to the Embassy.

mailto:DESSEOCSCP-NCB-CustSvc@mod.uk http://www.fsd.gov/

Further Information

1. Changing D&B registered details

If you need to change the information in your Dun and Bradstreet entry so that it matches that of the NAGE registration go to http://fedgov.dnb.com/webform and search for your listing. You should then be able to make the necessary changes. The change may take up to 5 business days to process, after which it may take one to two additional business days to be imported into SAM. If this does not work e-mail SAMhelp@dnb.com about the problem.

2. Changing NCAGE code information

If you require help with a NCAGE code request or change request please contact the MOD at the number or email give above in section 2 – applying for the NCAGE code. Once the NCAGE information request is fully processed, if the NCAGE data does not copy over automatically into BINCS within 3 business days, contact the Logistics Information Service using one of the methods listed at https://www.logisticsinformationservice.dla.mil/bincs/contact.aspx

3. Phone Number Format in SAM

SAM requires your phone number to be entered in a 4-10 format. To convert a UK phone number to this enter it as follows:

Phone number 0207 1234567 should be entered as 0044 2071234567 in the SAM phone number field.

4. Information regarding the registration letter

The registration letter needs to satisfy the following criteria:

It must be on your company/organization letterhead

It must be signed by your company President, CEO, or other authorized signature authority

It must contain your company/organization DUNS Number

It must contain your company/organization Legal Business Name (as associated with the DUNS Number)

It must contain your company/organization physical address (as associated with the DUNS Number)

It must contain the new Entity Administrator’s name, phone number, address, and email address, if the address is the same as the company address, please do not leave this information out, but confirm it. Missing information will cause delays in registration.

Letters omitting either the third-party authorization referenced in the sample letter below or the statement confirming a third-party will not be used, will be considered unacceptable.

5. Problems Registering in SAM

If you still have issues with registering in SAM then you will need to create a ticket with the Federal Service Desk. This can be done via a webform on their website or by phone. The Federal Service Desk provides assistance with SAM registration free of charge. If you are asked for payment then this means you are dealing with a third party business and not the US Government.

http://fedgov.dnb.com/webform http://fedgov.dnb.com/webform http://fedgov.dnb.com/webform mailto:SAMhelp@dnb.com https://www.logisticsinformationservice.dla.mil/bincs/contact.aspx www.fsd.gov

US calls: 866-606-8220

International Calls: 001 334 206 7828 http://www.fsd.gov/

TEMPLATE LETTER FOR NEW ENTITY REGISTRATION IN SAM – 2 pages

Page 1 of 2 [PRINT LETTER ON ENTITY LETTERHEAD]

[Insert Date]

FEDERAL SERVICE DESK

ATTN: SAM.GOV REGISTRATION PROCESSING

460 INDUSTRIAL BLVD

LONDON, KY 40741-7285

UNITED STATES OF AMERICA

SUBJECT: Information Required to Activate SAM Entity Registration

Purpose of Letter

The purpose of this letter is to formally appoint an Entity Administrator for each named Entity and to attest to the accuracy of the information contained in the entity registration.

Designation of Entity Administrator

I, [Insert Name and Title of Signatory], the below signed individual, hereby confirm that the appointed Entity Administrator is an authorized officer, agent, or representative of the Entity. This letter authorizes the appointed Entity Administrator to manage the Entity's registration record, its associated users, and their roles to the Entity, in the System for Award Management (SAM).

Entity Covered by this Letter

DUNS Number:

Legal Business Name:

Physical Address:

Entity Administrator Contact Information

Full Name:

Phone Number:

Email Address:

*The Entity Administrator must have an individual user account in SAM associated with the email address listed.

Page 2 of 2 [PRINT LETTER ON ENTITY LETTERHEAD]

Account Administration Preference (ONLY CHOOSE ONE)

You must choose ONE of the two following statements by checking the applicable box.

Remember, there is no cost to register in SAM -- it is free. However, if you choose to have a third-party agent administer your SAM registration, with or without an associated fee, you must check the Third- Party Agent Designation box below.

[ ] Self-Administration Confirmation

For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any third party to act on behalf of the Entity listed above. I have checked the box to the left of this paragraph to indicate that the designated Entity Administrator is not a third-party agent.

[ ] Third-Party Agent Designation

For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insert full name, phone number, address, and email address of the Third-Party Agent] (Designated Third-Party Agent) to act on behalf of the Entity listed above. This authorization permits the Designated Third-Party Agent to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein. I have checked the box to the left and completed the above information to indicate that the designated Entity Administrator is a third-party agent.

Attestation

I, the below-signed, attest to the following:

● All information contained in this letter is complete and accurate.

● The designated Entity Administrator listed above has an individual SAM User Accounts created with the email address provided in this letter.

Respectfully, [Insert Full Name of Signatory]

[Insert Title of Signatory, e.g. Director of Contracting, Managing Partner, Vice President for Research, etc.]

[Insert Email of Signatory]

[Insert Entity Legal Business Name]

[Insert Entity Physical Address]