SAM Presentation - International Registrants - South Africa.pdf

UNITED STATES of AMERICA

SAM.gov Entity International Registration U.S. Mission South Africa

“SAM Active” status is a requirement for contractors to be eligible for awards exceeding US$30,000 with the U.S.

Government

Kindly read instructions in the following slides carefully.

Table of Contents Description

Slide Number Description

Slide Number

Why should my entity be SAM Active 3 Finding and correcting NCAGE verification issues 32 General Instructions – SAM.gov Overview 4 - 5 Check registration status 33 - 35

Steps to Register Your Entity at SAM.gov 6 - 7 How do I update/renew an existing entity registration in SAM.gov 36

What do I need to get started? Step (1) NCAGE registration 8 - 10 To update your entity's registration in SAM.gov 37 - 39

How long does it take to process a CAGE Code? 11 How long does it take until an entity registration is considered active? 40

Preventing NCAGE verification failures 12 How do I request a role on SAM.gov? 41

What do I need to get started? Register with the System for Award Management (SAM) Step (2) Login.gov 13 Request a role in SAM.gov 42 - 43 What do I need to get started? Step (3) Register with the System for Award Management (SAM). Steps For Registering Your Entity in SAM 14 - 28 Profile information in SAM.gov 44 - 45 What happen after I submit my registration in SAM 29 Where do I go for help? 46 Preventing IRS verification failures in SAM 30 Most Common Issues 47 - 53 Data entered during registration MUST match 31

Why should my entity be SAM Active?

- You must have an active registration in SAM.gov to be eligible for awards that exceeds the current threshold US$30,000. Therefore, offerors interested to do business with the Federal Government shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately to be eligible for award that exceeds the $30,000 threshold.

https://www.sam.gov/

General Information – SAM.gov Overview SAM is the official FREE, U.S. government-operated website for management of government awards. There are NO charges to register or maintain your entity registration record in SAM. Please use SAM.gov to get your Unique Entity ID (UEI) and register your business and be SAM active

What is an entity? “Entities” in SAM.gov are corporations, organizations, partnerships, or individuals that submit information about them selves to the U.S. federal government to be eligible for federal funds through contracts, grants, or other financial assistance. We use “international entity” to refer to any entity based outside of the U.S. For a thorough definition, please see the Code of Federal Regulations, 2CFR200.1. https://www.ecfr.gov/current/title-2/ subtitle-A/chapter-II/part-200/ subpart- A/subject-group-ECFR2a6a 0087862fd2c/ section-200.1#p-200.1(Foreign%20organization)

What is entity validation? Entity validation confirms an entity's existence, location, and uniqueness, and is required by the Federal Acquisition Regulation (FAR) part 52.204-6 https://www.acquisition.gov/far/52.204-6. The uniqueness of an entity is based on it being a separate legal entity with a separate physical address. SAM.gov also verifies that there is no existing record for your entity before you validate. Once your entity is validated, you get a Unique Entity ID.

What is a Unique Entity ID (UEI)?SAM.gov assigns a Unique Entity ID to entities when They pass validation. The Unique Entity ID is a 12-character code usedinSAM.gov and other federal government systems to identify a unique entity. Once you have a Unique Entity ID, you can register your entity inSAM.gov.

What is entity registration? An entity registration allows you to apply directly for U.S. federal government contracts and assistance. You must renew your registration annually to keep it active. We recommend that you begin your renewal30–60 days before your registration expires to have enough time to validate your entity and complete the registration.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1#p-200.1(Foreign%20organization) https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1#p-200.1(Foreign%20organization) https://www.acquisition.gov/far/52.204-6

General Information – SAM.gov Overview Please note that you must have the NCAGE Code Number before you start with SAM registering.

1. Follow the quick guide for international registrations at SAM.gov for registrants who are physically located outside the U.S. and its territories

2. Foreign vendors are NOT required to enter tax identification numbers (TIN) in SAM. If TIN information is entered, the SAM Registration will be sent to the Internal Revenue Service (IRS) for validation (which will increase the processing time) before being forwarded on to the CAGE Program Office for final validation.

3. If you are a non-U.S. registrant doing business outside the U.S. then Electronic Funds Transfer (EFT) information is not mandatory.

4. If the registration is successfully processed in SAM with the NCAGE Code and submitted to CAGE Program Office for final validation, an email confirmation will be sent to the authorized administrator user(s) of the entity/organization and the SAM status will be updated to “Pending CAGE Validation”.

5. If the registration is not complete at SAM, the status will indicate “Draft” until the Core Data is complete. “Work in Progress” indicates that Core Data is not complete.

6. Continue to complete the registration until you have submitted your SAM registration.

7. Log into SAM and check the SAM Status Tracker to check the status. The checkmarks on the left navigation menu or error messages at the top of the page will indicate what is required to complete the registration process.

Steps to Register Your Entity at SAM.gov It is highly recommended to review Entity Registration Checklist and Guide for International Registrations The following are the three steps to follow in logical order to complete your SAM registration.

Step(s) Description/Action Step (1)

Get an NCAGE code:

Before starting a registration in SAM.gov, international entities must obtain an NCAGE Code for each entity they plan to register in SAM.gov. If you do not have NCAGE Code, you can request one for free by visiting the NATO Codification Tools webpage at:

NCAGE Code Request Tool (nato.int) . Make sure the legal business name and physical address you provided to get your DUNS Number and your NCAGE Code are exactly the same. It takes up to 3 business days to obtain a NCAGE code.

Decide who will complete the registration: SAM.gov will grant the Entity Administrator role to the first person who registers. This will be only person with access until they assign roles to other users.

Step (2)

Create a Login.gov account:

Login.gov is a service that manages usernames and passwords for SAM.gov. If you already have a login.gov account, sign in with your credentials. Otherwise, select “Create An Account” and follow the prompts

Step (3)

SAM Registration.

You need a Unique Entity Identifier (UEI) to register your entity in SAM.gov. UEIs are unique for each physical location you register.

Once you select “Register Entity: in SAM.gov, your Unique Entity ID will be assigned during the registration process https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0039524 https://eportal.nspa.nato.int/Codification/CageTool/home https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0016652

Steps to Register Your Entity at SAM.gov

● Entity registration has many steps and verifications that happen both within and outside of SAM.gov

What do I need to get started?

Step (1) NCAGE registration

Among other data, NATO will ask for your Legal Business Name and address, which must exactly match (including spelling, capitalization, punctuation and spacing) the Legal Business Name and address provided to the Business Registration Institution of your Country. NCAGE is needed before you can complete the SAM registration.

● Please follow the following Steps :

1. Go directly to NCAGE Code Request Tool: https://eportal.nspa.nato.int/Codification/CageTool/home

2. Search by your company’s name to check to see if NCAGE code is already assigned.

3. If NO NCAGE code is assigned to your business, proceed to “Request New” button at the bottom of the search results screen.

Step 1 https://eportal.nspa.nato.int/Codification/CageTool/home

Step (1) NCAGE registration

4. Select “ A Private Company” as “Type of Entity”

5. Select “Routine” as “Emergency Level”

6. Complete the form by answering questions related to this registration

Step (1) NCAGE registration

7. After you submit your request, you will automatically receive

○ a. Request confirmation/validation e-mail message –you must reply to this message,

○ b. Second e-mail message once the NCAGE request is processed (assignment of the code or reject of the request)

8. Congratulations! Now you have a NCAGE Number.

9. You can now begin the SAM Registration process!

● It can take at least 4 business days to process a CAGE Code request with a SAM entity registration. You can view your entity workspace or use the Check Status button on the home page of SAM.gov for a quick update on your registration’s status. A Check Registration link is also located at the bottom of each page. If you have additional questions specific to your CAGE Code processing, please contact the DLA Customer Interaction Center at dlacontactcenter@dla.mil or call Commercial 1-877-352-2255 or DSN 661-7766.

● You can review answers to frequently asked questions about the CAGE Code assignment process here .

● If you notice your registration has been Submitted for 15 business days or longer:

● Verify your workspace and the Check Status button on the home page of SAM.gov both display the same submitted status

• If they are the same- Contact CAGE to inquire further about your processing status

• If they present conflicting statuses i.e., workspace shows submitted but status tracker shows differently- contact the Federal

Service Desk .

How long does it take to process NCAGE Code?

https://www.sam.gov/SAM/ https://cage.dla.mil/Home/UsageAgree https://www.fsd.gov/fsd-gov/home.do https://www.fsd.gov/fsd-gov/home.do

Preventing NCAGE verification failures

1. Go to www.sam.gov and select Sign In in the upper right corner

2. Select Accepts to accept the U.S. Government terms and conditions

3. Create an Individual Account at Login.gov. Login.gov is a service that manages usernames and passwords for SAM.gov. If you already have a login.gov account, sign in with your credentials. Otherwise, select “Create An Account” and follow the prompts

4. Please click on KB0017363 for additional reference material on how to create SAM.gov user account

5. Authentication Methods:

- Select at least two

- Include phone numbers

- Remember to renew backup codes

- Check Login.gov International phone number support

Step 2

What do I need to get started?

Register with the System for Award Management (SAM) Step (2) Login.gov http://www.sam.gov/ https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=0eabdc841b7031506397ec21f54bcb00 https://login.gov/help/manage-your-account/international-phone-support/

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step 3

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step 3

Answers to these question will allow SAM.gov to make personalized registration recommendation and assess sources asking organizations to register in SAM.gov

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step 3

If you do not have NCAGE code, the system will prevent you from proceeding

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

Step (3) Register with the System for Award Management (SAM) Steps For Registering Your Entity in SAM

What happen after I submit my registration in SAM

Preventing IRS verification failures in SAM

Data entered during registration MUST match

Finding and correcting NCAGE verification issues

Check registration status You must log into SAM.gov to check entity status.

Check Registration Status Check Entity Status via Chat Now Available!

https://www.fsd.gov/gsafsd_sp

Check Registration Status Check Entity Status via Chat Now Available!

How do I update/renew an existing entity registration in SAM.gov

If your SAM.gov Entity Administrator is no longer with the company or there is not an Entity Administrator associated with the registration, please create a user account and submit an Entity Administrator Appointment Letter (KB0016652) to gain access to update the existing registration.

If there is an existing administrator and you only need a data entry role assigned to you, you can request a role (KB0016602).

If you need to be listed as an administrator for your entity also, the current administrator will need to assign that role directly to you (KB0036075).

https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0016652 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0016602 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0036075

To update your entity's registration in SAM.gov

● To update your entity's registration in SAM.gov:

1. Sign in to SAM.gov and navigate to your Workspace.

2. In the workspace, find the "Entities" widget.

3. Select the number above the status that correlates with your current registration status or select the title of the "Entities" widget to view all of your registrations.

4. Locate the entity record you want to update, select the three dots near the expiration date (the Actions menu), and select “Update.”

https://www.sam.gov/

5. Y ou will be asked to enter your relationship to the entity y ou are updating. Indicate whether or not y ou are an employee or officer of the entity, then select “Next.”

6. Y ou will then be asked “What would y ou like to update?” Select to update/renew your entire entity registration and select "Next."

7 . Y ou will be prompted to validate your legal business name and phy sical address.

• SAM.gov will search the entity validation service's data for a match to y our entity. See this article on entering your entity information and checking the search results (KB0060385). Submit documentation of y our entity information if needed and then restart the update process.

8. Proceed through the validation process. (KB0058402).

9. Once y ou have completed validation, continue to update y our registration. Review each section and, if needed, update the information.

• Update the Core Data section.

• Update the Assertions section.

• Not required if registering for federal assistance opportunities only.

• Update the Representations and Certifications section.

• Update the Points of Contact (POCs) section, including optional POCs.

• Y ou may remove optional POCs if they are no longer relevant.

https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0060385 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0060385 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0058402 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0058402

10. If you qualify as a small business, update your information in the Small Business Administration’s (SBA) Dynamic Small Business Search (DSBS) or apply for a small business certification via the SBA Supplemental page. If the link is not available, go to the SBA General Login System and request access to "PRO-NET/DSBS."

11. After you review the entire registration, select "Submit" on the “Entity Review” page.

12. When you select "Submit," you will receive a confirmation that you have successfully submitted your registration. You will also receive a confirmation email. Your registration update will go through IRS verification and CAGE verification if applicable.

● Once you have submitted the update, you cannot make further changes until the submitted registration has completed its reviews.

● If you notice your registration has been Submitted for 15 business days or longer, verify the status of your entity in your workspace and using the Check Status button on the home page of SAM.gov to see if both display the same submitted status:

• If they are the same- Contact CAGE to inquire about your processing status at 877-352-2255.

• If they present conflicting statuses i.e., workspace shows submitted but status tracker shows differently - contact the Federal Service Desk .

● Please note: It can take an additional 24-48 hours once activated in SAM.gov for the registration information to be available in other government systems.

https://eweb.sba.gov/gls/dsp_login.cfm https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0016994 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0017852

How long does it take until an entity registration is considered active?

● The timeframe for validating your entity and submitting a registration depends on whether there is a match for your entity information in SAM.gov and what additional steps you need to take to validate your entity.

● After the entity validation is complete and you submit your registration, SAM.gov must check your TIN with the IRS and your CAGE code (if you have one) with DLA. This check can take 10-15 business days to process.

● This time frame may be longer if the IRS or DLA flag your information for a manual review. During this time, your government business point of contact (POC) should watch their email, including their spam or junk folder, for communication.

● **Please note that while SAM.gov interfaces with the system that process these additional reviews, we are not directly involved in their procedures or resolving issues with their reviews.

● You will receive an email alerting you when these reviews are complete, and your registration is active or if it has been rejected for corrections to be made.

● It can take an additional 24-48 hours once activated in SAM.gov for the registration information to be available in other government systems.

● If you notice your registration has been Submitted for 15 business days or longer:

● Verify your workspace and the Check Status button on the home page of SAM.gov both display the same submitted status

● If they are the same- Contact CAGE to inquire about your processing status

● If they present conflicting statuses i.e., workspace shows submitted but status tracker shows differently- contact the Federal

Service Desk .

https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0016994

How do I request a role on SAM.gov?

● To access an entity registration record, you must be granted a role with an entity in SAM.gov by an Entity Administrator. To access the interested vendor list and controlled attachments on contract opportunity notices, you also need a role with your entity. If you are unsure which role you need, please see this guide to roles and permissions on SAM.gov.

● Beginning March 3,2023, third parties (contracted service providers who manage registrations on an entity's behalf but have no direct affiliation with the entity itself) will only be able to obtain the data entry or viewer role. They can no longer be designated as an entity administrator. Those individuals can still manage a registration with the data entry role but will not be able to grant anyone else access to do the same.

● Please click on KB0016602 for additional reference material on how to request a role in SAM.gov

● View a video on how to request a role or accept a role assignment https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0040696 https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0040696 https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=39f64d001bf471506397ec21f54bcb15 https://youtu.be/22cL6VXDQiI

Request a role in SAM.gov

● To request a role with an entity, follow the instructions below:

1. Sign in to SAM.gov and navigate to your Workspace.

2. Scroll down to the bottom of the page and, on the right side, select “Add A New Role.”

Request a role in SAM.gov

3. Complete the required fields, including your supervisor’s name and email, organization, role, domain, any additional details about your position, and why you need the requested role.

4. Select “Submit”

Register with the System for Award Management (SAM) Profile information in SAM.gov

● To view your existing roles with an entity, follow the instructions below:

1. Sign in to SAM.gov and navigate to your Workspace.

2. In your Workspace, select “Profile” on the right side of the page.

Register with the System for Award Management (SAM) Profile information in SAM.gov

3. In your profile, select “My Roles” located under “Account Details” on the left side of the page. The system will display your current roles and role history.

Y ou can also request a role from this area by selecting the “Request Role” button on the right side of the page.

View a v ideo on how to request a role or accept a role assignment.

If no direct entity employee, officer, or board member in y our organization holds the Entity Administrator role for y our entity registration, y ou can submit an Entity Administrator Appointment Letter to gain access to the existing registration. Please see How can I become the new administrator for our entity registration?

https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0039961

1. Use SAM.gov self help options https://sam.gov/content/help

- Search option: Search help articles to find answers to your questions

- Explore a menu of most popular help topics

2. Ask the federal service desk at https://www.fsd.gov/gsafsd_sp for FREE help.

● They can help with:

○ Creating an account

○ Assigning roles to an account

○ Entity Registrations

○ Exclusions

○ Searching for data in SAM

Where do I go for help?

https://sam.gov/content/help https://www.fsd.gov/gsafsd_sp

Most Common Issues

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.

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.

3. Do you need to Submit a Registration?

● 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.

4. 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

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

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 an international registrant and need to find an NCAGE Code to register in SAM.gov.

How do I get an NCAGE code? (KB0016381)