SAM Registration and renewal Guide.pptx

This guide explains how to:

Register your business on SAM.gov

Manage and renew your exiting registration on SAM.gov Apply for a NCAGE code For non-US Entities

For actions at or above $30,000, for work performed outside the United States, the Federal Acquisition Regulation (FAR) at FAR 4.11 requires all foreign contractors to be registered in the SAM database prior to award of a contract. Registration is free of charge. Please do not accept help from anyone offering to assist you with your registration for a fee.

During the registration process you will be assigned a Unique Entity ID – this is a 12-character alphanumeric value which is assigned, managed and owned by the US Federal Government. Sam.gov is the system that assigns it.

Before you start, please read all the instructions carefully If you make a mistake or select the wrong response to a question, it could cause issues further on in the registration process and fixing it later is very difficult.

Why must I register?

GETTING STARTED:

The first step is to get your documentation ready for the Entity Validation process.

Entity validation or “validation” is how the federal government independently verifies the existence and uniqueness of your business. Validation is a critical part of managing federal awards. Entity uniqueness is based on a combination of the legal business name, physical address, start year and national identifier.

Legal Business Name:

Your entity’s legal business name is the name used on legal documents, tax returns, or banking documents.

Your Doing Business As (DBA) name could be a trade name, or one used for marketing purposes and is different from your legal business name.

If you are operating a sole proprietorship, your legal business name is your own name, while your Doing Business As (DBA) name is your trading name, or any other name you use for your business.

Physical Address:

Your entity’s physical address is the location where the principals of your organization conduct their business. The physical address includes street number; street name; city; country; province; and postal code.

A post office box is not a physical address. P.O. boxes will not be used for validation purposes when you register on SAM.gov.

If you work at more than one location or use a virtual office, your entity’s physical address in SAM.gov should be the address where you keep the books and records for your organization.

Lease agreements cannot be used for validation purposes.

Date of Incorporation/Start Date:

You must provide the year that your entity became incorporated, began doing business, or was founded or established.

If your entity is not incorporated, provide the year of the date that your entity formally began doing business or was founded.

If you have one, your year of incorporation is best validated by providing your CIPC registration certificate.

Whatever documentation you submit, must match the year you enter during the SAM registration.

National Identifier:

A National Identifier is the unique ID assigned to you by the country where your business originates. Only non-US entities need to provide a national identifier during entity validation and registration.

The national identifier could take a variety of forms. The most common ones we use to register South African companies is the Company Registration Number, VAT number or SARS Tax Number.

Please note:

Your legal business name MUST appear on ALL validation documents which you submit.

Use as many documents as needed to verify your information.

If your CIPC Certificate has your legal business name and your correct physical address, you can validate all 4 of the above criteria on this one document.

If the CIPC certificate has an incorrect or old physical address, you must use a different document to validate your address.

All documents must be in English.

If you are providing documentation that is not current (e.g. with an old business name or address), you must also submit documentation with your current legal business name and address, and if available, a document that links the two legal business names.

Only certain documents are considered to be acceptable. These include:

Bank Statements (*redact information that isn’t necessary for validation) Certificate of Formation/Organization (e.g.CIPC Certificate) stamped and filed with an authority.

Tax Certificate Tax invoice made out to your business.

Municipal account

All the information which you enter when applying for an NCAGE code and when registering on SAM.gov MUST be EXACTLY IDENTICAL to what is on your validation documents, or you will fail the validation process.

OBTAINING A NCAGE CODE:

The second step is to request an NCAGE Code

Prior to registering in SAM, you need to request an NCAGE code.

Please read these instructions first before starting.

Please note:

Please DO NOT enter any periods or special characters anywhere in the form, including a + or ( ) in the phone number. Invalid characters include > < # % { } + ;

The format for entering South African phone numbers is as follows:

Cell numbers: e.g. 082 xxx xxxx must be entered 002782xxxxxxx Land lines: e.g. 012-xxx xxxx must be entered 002712xxxxxxx You cannot have unequal spacing between words in the primary contact information fields. Be very precise when entering all data.

The address has to be written using the English spelling and not local spelling with characters or symbols on the letters.

Click here to go to the NCAGE Request Tool and check to see if a NCAGE code is already exists for your business. NCAGE CODE REQUEST TOOL https://eportal.nspa.nato.int/Codification/CageTool/home

Type in your company name in the “Organization name” field, select South Africa in the Country field and click on “Search”

If you find your company on the list, then your company already has an NCAGE code, but chances are all your details are not correct, so you will need to update your NCAGE details.

If you DO NOT see your company in the list, you need to request a new NCAGE Code

If you are updating your existing NCAGE:

Click on the blue arrow next to your company details and this will open your NCAGE profile.

Compare your company’s legal name and physical address with your validation document.

If any information is not correct, or does not match your validation documents exactly, you can update the information by clicking on in the top right-hand corner of the form, to make the necessary changes.

Your entity type will be either “Private Company” or “Other”. Under “Other description” select “Routine 10 calendar days” unless it is really urgent.

Click “Next” All fields with an asterisk (*) are mandatory. If there is no (*) it is optional. If you have information to put in, you can complete the field, otherwise just leave it blank.

Initiator Information The person who is doing the update or who is requesting a new NCAGE code is the initiator. If you are updating, you will be asked to enter the Initiator’s information at this point. If you are requesting a new NCAGE code, you will be asked to enter the Initiator’s information at the end of the process, not at the start.

Enter your contact details and make sure to enter your business legal name and physical address exactly as it appears on your validation document. Enter your phone number in the format explained on the previous slide.

Organization data: General information Enter your business legal name exactly as it appears on your validation documents.

Select “South Africa” from the drop-down list under “Country”.

Your can enter your Province, but it is optional. If you do enter it, remember to enter it when prompted elsewhere too.

Leave “Identification Number (IDN)” blank.

Organization Data: Geographical Location Enter your business’ physical address exactly as it appears on your validation document.

If your validation document uses abbreviations like Rd, Ave or Blvd in your address, make sure to use the same abbreviation when entering your address in NCAGE and SAM.gov too. If it is typed out in full, enter it in exactly the same format.

If there is a suburb indicated on your validation document, enter that under “Street (Line 2)”. If there is no suburb, then leave “Street (Line 2)” blank.

Make sure that you put your city in the “City” field and not under “Street (Line 2)”

Organization Data: Postal Location This is optional. If you have a different postal address, you can enter it, otherwise leave it blank.

Organization Data: Contact Information Enter your phone number(s) in the following format. (You can enter more than one number e.g. office and cell numbers.)

Cell numbers: e.g. 082 xxx xxxx must be entered 002782xxxxxxx Land lines: e.g. 012-xxx xxxx must be entered 002712xxxxxxx Click on the blue circle to add it to the list.

Enter your email and click you can enter more than one email address.

Enter your website, if you have one, otherwise leave it blank.

Enter the Captcha Code at the bottom of the page and click on “Submit Request”.

A validation email message will now be sent to the email address which you entered. Open the email and confirm the NCAGE request by clicking on the link embedded in the email.

It takes 1-2 days to update your NCAGE record and another 2 days to pull through to SAM.gov.

Questionaire – Additional information related to your request (not recorded in the NCAGE database) This section is only appears when requesting a new NCAGE Code Complete the fields as follows:

Manufacturer of goods: Yes / No Vendor of goods: Yes / No (a “vendor” is a seller/reseller) Service Provider: Yes / No (If you are in a service-related industry and do not sell or manufacture goods, answer Yes) Development of Public Standards: Yes / No (99.9% of South African businesses will respond No) NCAGE Code needed for an invitation to tender: Yes / No (Select Yes) Contract with an armed force or DoD…: Yes / No (Select No) NCAGE code is required by SAM: Yes / No (Select Yes) Former NCAGE Code: Yes / No (Select No)

Organization Data: Additional Information Non-US entities do not have to complete this section. Leave all the fields blank.

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