Contractor Vendor Controlled Documents betaSAM.pdf
PDF 417 KB Posted
- Attached to
- Contractor Logistic Support (CLS) Services for USAF C-12 Aircraft Fleet Federal contract opportunity
- Solicitation number
- FA8134-25-R-B002
About this file
This is a guide document explaining how to access controlled documents in beta.SAM.gov. The guide outlines two categories of attachments - "Public" and "Controlled" - and details the requirements for accessing each type. Public attachments require only a SAM.gov account associated with a DUNS/CAGE Code, while Controlled attachments require certification through the Joint Certification Program (JCP).
The document provides step-by-step instructions for requesting access to controlled documents, including the requirement that only the company's Data Custodian (identified in block 3A of DD Form 2345) can gain access. It explains the approval process, including email notifications and status updates, and notes that rejected requests will remain rejected until proper JCP certification is obtained. The guide includes screenshots of the beta.SAM.gov interface and provides a comprehensive list of helpful links to related resources such as the JCP website, Federal Service Desk, LOGIN.gov, and CAGE Code registration.
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Text version
Contractor/Vendor Guide beta.SAM.gov Controlled Documents
Things you need to know before you can access controlled attachments:
Attachments within beta.SAM are managed by two categories: “Public” and “Controlled”. Each attachment is labeled within the search results under the column header “access”.
• “Public”: Does not require your company to be pre-certified by the Joint Certification Program. However your account must be associated to your company DUNS/CAGE Code and you must be logged in to your account.
• “Controlled” and your company is certified by the Joint Certification Program: Your account must be associated to your company DUNS/CAGE Code and you must be logged in to your account. You will not immediately be permitted to view the document. Your companies Data Custodian (block 3A of the DD Form 2345) is the only authorized individual to gain access. Your company is responsible to manage the documents in accordance with prescribed directives.
• “Controlled” and your company is NOT certified by the Joint Certification Program: In order to gain access your company must first be approved by the Joint Certification Program. The JCP approval process can be a lengthy process and requires additional documentation. After the certification is issued your account must be associated to your company DUNS/CAGE Code and you must be logged in to your account. You will not immediately be permitted to view the document. Your companies Data Custodian (block 3A of the DD Form 2345) is the only authorized individual to gain access. Your company is responsible to manage the documents in accordance with prescribed directives.
• The Joint Certification Program web site: https://www.dla.mil/HQ/LogisticsOperations/Services/JCP/
At your home page, Search is available at the top of your screen. Click on the down arrow to select “Contract Opportunities” and search to find an Opportunity.
To view attachments related to a contract opportunity, scroll down the main opportunity page to the
“Attachments/Links” section.
You will see the name of the document, the file size, the access level, and the updated date. To open an attachment, click the document title.
Some contract opportunities have attachments that are controlled access. These are identified by the lock icon and
“Controlled” in the Access column. Click the document title to request access.
You will receive a pop-up window to request access. Enter the Reason for Access in the window and hit Submit.
You will get a notice that your submission has been successful. The access status on the document will change to “Pending”.
This is an example of a beta.SAM system generated response to your request for access to the controlled attachment
Once your request has been acted upon, you will receive another email to let you know that there is an update. Click the link to see the outcome.
You will see the outcome of your request (must sign in to SAM to see the page if you’re not already signed in). If rejected, the reason for rejection will be given in the
“Response” field.
This is an example. Each notification is crafted by the Contracting Officer and may not contain the exact verbiage displayed here.
Once rejected for access, you will see the status update if you re-visit that opportunity’s page. It will remain rejected until/unless you follow the instructions to have a contracting officer/specialist give you access via a DD2345. See below for details.
This is an example. Each notification is crafted by the Contracting Officer and may not contain the exact verbiage displayed here.
Helpful links:
• alpha.SAM: https://alpha.sam.gov
• beta.SAM: https://beta.sam.gov
• DoD Procurement Toolbox: https://dodprocurementtoolbox.com/site-pages/betasam
• GSA Interact: https://interact.gsa.gov/group/integrated-award-environment-iae-industry-community
• beta.SAM library: https://beta.sam.gov/help/library
• Joint Certification Program (JCP): https://www.dla.mil/HQ/LogisticsOperations/Services/JCP/
• Federal Service Desk: https://www.fsd.gov/fsd-gov/home.do
• LOGIN.gov: https://login.gov/
• GSA Acronyms and Abbreviations: https://interact.gsa.gov/sites/default/files/list_of_acronyms.pdf
• Dun and Bradstreet (DnB): https://www.dnb.com/duns-number/get-a-duns.html
• Commercial and Government Entity (CAGE) Code: https://cage.dla.mil/
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