SAM Entity Requirements.pdf
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- Solicitation number
- 19GE5024Q0048
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This document contains instructions for the Entity Validation Documentation Requirements for registering a business entity in the System for Award Management (SAM). It lists the types of documents that can be used to verify an entity's name, address, start year, state of incorporation, and national identifier (for international entities). The acceptable documents include articles of incorporation, bank statements, certificates of formation, IRS letters, and other official business registrations and tax forms. The documents must match the entity information exactly as entered in SAM.gov, and those with an asterisk must be no more than 5 years old. This guidance is intended to help entities provide the proper documentation to complete their SAM registration.
The related federal contract opportunity is for the supply and delivery of medical supplies for Ebola Virus Disease to the US Embassy in Kigali, Rwanda. The solicitation is being issued by the Department of State's Office of Acquisition Management. Interested sellers should review the full solicitation details in the attached document "24Q0048 Kigali. Comb Synops &.pdf".
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| File | Type | Posted |
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| DS Form 4184.pdf | ||
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| SAM Registration.pdf | ||
| 24Q0048 Kigali. Comb Synops &.pdf | ||
| SAM Common Registration Issues.pdf |
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Entity Validation Documentation Requirements
Instructions:
● For proof of name and/or address, choose document(s) from List A. At least one document must have both your full, correct legal business name and current, correct physical address.
● For proof of your entity start year and state, choose document(s) from List B.
● For proof of your national identifier (international entities only), choose a document(s) from List C.
List A - Name and/or Address List B - Start Year and State of Incorporation List C - National Identifier (international only)
Most Commonly Used Documents:
● Articles of Incorporation / Organization / Formation (if stamped as filed with an authority)
● Bank Statements* (redact information that isnʼt necessary for validation)
● Certificate of Formation / Organization (if stamped as filed with an authority)
● Department of Treasury IRS letter assigning your EIN
● Secretary of State Certificate of Filing
● Screenshot/PDF file of your business profile* in your stateʼs online business registry or Secretary of State website (must be current registration and must include the registry URL)
● Utility Bills* (water, gas, or electric only)
Other Documents You Can Use:
● Bylaws for your company (if stamped as filed with an authority)
● Certificates of Good Standing* issued by your state to your business that contains date of incorporation, organization, or establishment
● City Business Tax Certificate*
● Department of Treasury IRS Tax Exemption Status Letter*
● “Doing-business-as” or DBA documents (if stamped as filed with an authority)
● Driverʼs License (for sole proprietors or individuals doing-business-as only; must be non-expired and have your exact name)
● IRS Form 8822-B or Form 990 for address change (filed only)
● IRS Forms marked as received by the IRS or processed by a CPA or e-filing so�ware (e.g. Form 1040 with schedule C for sole proprietors)
● IRS Forms 1099* if you are the recipient (not the filer)
● License to Operate* (issued by city, state)
● Limited Liability Company Articles / Articles of Amendment
● Partnership documentation
● Passport (may only be used by sole proprietors or individuals doing-business-as where the physical business address is on the passport; must be non-expired and have your exact name and address. Passports without addresses or with addresses that are different than your physical business address cannot be used)
● Share Certificate
● State Sales and Use Tax Permit*
● Tax invoices* (federal, state, local, international)
● Town charter, documentation from state governments for townʼs formation; Governorʼs declarations; formal resolution from town council establishing office.
Most Commonly Used Documents:
● Articles of Incorporation / Organization / Formation (if stamped as filed with an authority)
● Certificate of Formation / Organization (if stamped as filed with an authority)
● Department of Treasury IRS letter assigning your EIN
● Secretary of State Certificate of Filing
● Screenshot/PDF file of your business profile* in your stateʼs online business registry or Secretary of State website (images must be current registration and must include the URL in the browser)
Other Documents You Can Use:
● Bylaws for your company (if stamped as filed with an authority)
● Certificates of Good Standing* issued by your state to your business that contains date of incorporation, organization, or establishment
● “Doing-business-as” or DBA documents (if stamped as filed with an authority)
● IRS Forms marked as received by the IRS or processed by a CPA or e-filing so�ware (e.g. Form 1040 with schedule C for sole proprietors, only if it contains your business start date)
● Limited Liability Company Articles / Articles of Amendment
● Partnership documentation
● Town charter, documentation from state governments for town existence; Governorʼs declarations; formal resolution from town council establishing office, if it contains the date your entity began)
● Screenshot/PDF file of your business profile* in your countryʼs official online business registry (must be current registration and must include the registry URL).
Do not submit screens from U.S. federal websites.
● Government-issued proof of tax identification number, employer identification number, or other identifier issued by your government.
● Government-issued tax receipt/return
● Passport (for sole proprietors or individuals doing-business-as only; must be non-expired and have your exact name and address)
All international documents must have a satisfactory English language translation attached.
Your documents must show your entity information exactly as you entered it in the Enter Entity Information screen on SAM.gov. Documents in List A and List B with an asterisk (*) must be 5 years old or less.
Revised July 2022 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0055230 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0055230
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