SAM_-_Changes_to_Federal_Procurement_and_Awards_Processes_-_Overview_Presentation_HUD-_Moore.pdf

U.S. General Services Administration

Special Overview Briefing:

System for Award Management (SAM)

Getting Started with The GSA SAM Tool & Other “Free” Resources

Presented By Dhana M. Moore, MBA, PMP, FAC-C & FAC-P/PM

General Services Administration (GSA), Region 4

Federal Acquisition Service (FAS)

Customer Accounts and Research Division (CAR)

January 2014

Learning Objectives

What is SAM? The Aims/Accomplishments of SAM

How Do We Get Started ? What are the Roles Needed?

Understanding The Basic System Logic Used

Preparing for Timelines

Helpful Hints For Entities/Government

Potential Pitfalls to Avoid

Using the Available Resources

Future Presentations for SAM’s – Hosted by GSA

What is SAM?

The System for Award Management (SAM) is the Official U.S.

Government system that consolidated the capabilities of

CCR/FedReg, ORCA, and EPLS.

HELPFUL HINTS:

There is NO fee to register for this site.

There is no fee for any of government-specific websites needed to register or do business w/Government

Most often public/entities may register at no cost directly from government-hosted Websites/Services – end in “.gov”

User guides and webinars are available under the “Help Tab”

What was The System Landscape?

Federal/IAE systems support the acquisition/award process

The Procurement Process from a Government Agency Perspective

Generate Requirement

Review Offers

Evaluate Offers/Select

Vendor

Administer Contract

Contract Close-Out

Includes FedTeDS

Solicit Requirement

Create Contract

Post solicitation and tech data

Receive bids

Validate entity status

Validate entity performance

Check wage determinations

Entity data

Contract data

User action

Includes FedReg

Includes FSRS Includes CPARS and FAPIIS

Report performance

Report contract actions

The Procurement Process from a Government Agency Perspective

Generate Requirement

Generate Requirement

Review Offers Review Offers

Evaluate Offers/Select

Vendor

Evaluate Offers/Select

Vendor

Administer Contract

Administer Contract

Contract Close-Out Contract

Close-Out

Includes FedTeDS

Solicit Requirement

Solicit Requirement

Create Contract

Create Contract

Post solicitation and tech data

Receive bids

Validate entity status

Validate entity performance

Check wage determinations

Entity data

Contract data

User action

Includes FedReg

Includes FSRS Includes CPARS and FAPIIS

Report performance

Report contract actions

Aim is to Improve and Be Cost-Effective Past Siloed – Separate systems, each with a separate login

Redundant – Overlapping data creates opportunity for error and complicates changes

Separate – Multiple contractors at many hosting locations, managed separately with varying levels of service

Current/Future 1 Login! – Functionality accessible at one online location to streamline the process

1 Data Source! – Centralized, normalized data to eliminate potential for conflicting values and improves agility to deal with future changes

1 Host! – Consolidated hosting to reduce O&M costs

Includes FedRegIncludes FedReg

Existing capabilities, streamlined for efficiency.Existing capabilities, streamlined for efficiency.

Includes FedReg

Existing capabilities, streamlined for efficiency.Existing capabilities, streamlined for efficiency.

Includes FedReg

SAM Phase 1 Capabilities

What Occurred When SAM Went Live?

1 Login! – After migration, all the capabilities in CCR/FedReg, ORCA, and EPLS will be available at SAM.gov

Redirect – Users will be automatically redirected from the legacy systems to SAM ---- Caution: Be Aware of Outdated/For-Profit Information/Websites i.e., Subcontracting Plans that Reference CCR/FedReg, ORCA or

EPLS /other documents/ private for-profit websites

User ID – Establish SAM Account - “Understand Roles”

The System Will Guide You Through The Steps = “The Logic”

Existing CCR/FedReg, ORCA and EPLS data is moved to SAM

The process of logging in will connect you with the data you have permission to view now – Past User ID’s/ Entities are linked to SAM

Publicly available data will still be publicly available- HELPFUL HINT

What Should You Do Now?

Review SAM information on SAM.gov

Review SAM training materials

For federal agencies, review training materials/understand your agency’s deadline and process for interface completion, i.e. converting fields, etc. – Understand the Interfaces Used By Your Agency

All organization’s should review CCR/FedReg and EPLS administrators and users rights - i.e./pw, security and set-up questions -verify access requirements and/or roles that are or were assigned

Current/Past Users -- Obtain All id’s and accesses previously used

New Users – Start Fresh in SAM’s and *D&B

HINT: Take advantage of the “Assistance Program Catalog”

Go to SAM: https://www.sam.gov/

Roles Logic

Required – Individual User Account With SAM

Authorized to be an Administrator

May Require Tier 3/ higher-level support (FSD)

Required – An Entity Account With SAM

Required – Is a D&B # -- “Can be a Hard Stop/Delay”

Note: You can work in other areas of your application within SAM, while waiting for D&B Verification/”Match-Up”

Helpful Hints From The Federal Service Desk

What you need on hand/Before you Start?

Your Data Universal Numbering System (DUNS) number from Dun & Bradstreet, and the name and address associated with that DUNS

Your Taxpayer Identification Number /Entity

Identification Number and the name/data associated with that TIN/EIN –” IRS.GOV – “FREE”

Your Contractor and Government Entity (CAGE) Code, if you already have one (if you don't, one will be assigned to you during registration)

Helpful Hints From The Federal Service Desk

(FSD)

What you need on hand/before you start? -continued

Your Electronic Funds Transfer information, such as your financial institution’s ABA Routing Number and your account number, along with the bank phone or fax number

Helpful Hints - Recommendation:

Print the “How To Register for SAM”

WEBSITE: https://www.fsd.gov/fsd-gov

FSD -

What you need to know/be able to provide?

Core Data - Includes, but is not limited to, an entity's

DUNS and/or DoDAAC, name, address, CAGE or NCAGE code*, taxpayer or employer ID numbers (TIN or EIN), general information, financial information, and details about any proceedings in which the entity may currently be involved. Core Data is mandatory for all registration types.

Assertions - Includes, but is not limited to, data about the types of goods and services the entity provides, the entity size, NAICS Codes, optional Electronic Data Interchange

(EDI) and disaster-relief data.

FSD Supports Crucial Systems

What you need to know/be able to provide?

Representations and Certifications – Details related to an entity’s small business status, responses to commonly used

Federal Acquisition Regulation (FAR) and Defense

Federal Acquisition Regulation Supplement (DFARS) provisions/clauses, and Architect-Engineer Responses

(SF330 Part II).

Points of Contact (POC) – Types include, but are not limited to, contacts for accounts receivable, electronic business and government business. POC information is mandatory for all registration types.

Help is Available

Phased System Development

Government did this over time so that the help desk would be unified and knowledgeable about all the key system components and processes

Federal Service Desk (FSD)

Multi-tiered help desk services -1-system approach/consolidation and cost –savings for tax payers

21st century government

System Interfaces/Entity Transitioning

Every system that interfaces with CCR/FedReg, ORCA or

EPLS needed to make changes in order to continue with business as usual

Groups impacted include contract/grants writing systems

(processing awards), financial systems (paying awardees), business warehouses (creating reports), etc.

Impacts of not aligning with the SAM data model and updating your interfaces include not being able to update your systems that award contracts or grants and those that pay awardees

How is Your Interface/Former Entity

Profile Working within SAM?

SAM merged multiple systems into one database

In some cases, merging databases requires normalizing- i.e., items like field length or format

Some Assistance May Be Required Through FSD Tier III

Support to clarify errors or access issues

FSD Requires an “Account” and a “SAM’s individual profile” and “SAM’s Entity Profile” to connect the administrator rights/troubleshoot challenges/answer questions in a secure/documented fashion

Review/Conclusions

Basic understand of SAM

Getting Registered Completely – May Take Several Weeks /-i.e., D&B/ TIN/EIN/ “match-up with entity records”

Understand Logic of The Roles/ Importance of Keeping

The Access Information Accessible, Secure and Current

D&B and other Databases Exchange Information With

SAM- recommended check/update 6 month intervals

Organizations Need to Be Aware of Interfacing Systems

Requirements / How They Work/ Report & Troubleshoot

Errors with Internal Systems and With FSD

Be aware of non-gov websites offering assistance = $$$

GSA Partnership Resources

GSA Vendor Support Center: https:vsc.gsa.gov

How To Market to The Government – Video Series https://interact.gsa.gov/groups/contractor-success

How To Obtain a GSA Schedules Contract

GSA Vendor Support Center

GSA Partnership Resources

GSA Region 4 OSDBU:

Rebecca Vanover

Small Business Specialist

401 W. PEACHTREE ST

ATLANTA , GA 30308-3510Phone: (404) 331-3374

Cell: (404) 218-4093 Email: rebecca.vanover@gsa.gov

AL , FL , GA , KY , MS , NC , SC , TN I also is the FOIA

Coordinator for Region 4.

mailto:rebecca.vanover@gsa.gov

Thank You

Dhana (“Dayna”) M. Moore

Email: dhana.moore@gsa.gov

Telephone: 334-313-8798

Subject Line: “save the date”