US_Instructions_for_NSPA_NCAGE-Obtaining_a_DUNs__.pdf

Version 18 – 15th Dec. 2016

REGISTRATION and UPDATING PROCEDURES FOR COMMERCIAL AND GOVERNMENT ENTITY CODE (CAGE) or a NATO CAGE (NCAGE)

BACKGROUND

The U.S. established the Commercial and Government Entity Code (CAGE), a code assigned to organizations (manufacturers, distributors, organizations, etc.) to facilitate the supply chain.

The NATO Codification System (NCS) was established in 1958. In order to differentiate between the U.S.

and NATO systems, CAGE was referred to as NATO COMMERCIAL and GOVERNMENT ENTITY CODE (NCAGE) in the NCS community. When a business/organization is assigned a CAGE/NCAGE, they are in fact the same type/structure of code but identifies which nation or if NATO Support Agency (NSPA) assigned the CAGE/NCAGE.

The registration process begins with two critical elements:

1. Physical location of your business/organization

2. Who your business/organization wishes to conduct business with.

REGISTRATION for A NCAGE/CAGE CODE If you are a:

Non-U.S. Business/Organization, wishing to conduct business (contracts/grants) with the U.S.

Government and/or Non-US Government, Proceed to STEP 1.

U.S. Business/Organization, wishing to do business with ONLY Non-US government, proceed to

STEP 1.

U.S. Business/Organization, wishing to conduct business (contracts/grants) with the U.S.

Government to include Foreign Government, Proceed to System for Award Management (SAM).

An U.S. CAGE Code will be assigned at the end of the SAM Registration process.

Please note: If you already have a CAGE code and are a U.S. Business/Organization and need to update your CAGE information and registration, proceed to System for Award Management (SAM).

NATO CAGE CODES (NCAGE) PROCESSES

1. REQUEST NEW NATO CAGE CODES (NCAGE) WITH U.S. GOVERNMENT

CONTRACTS/GRANTS

Entities physically located OUTSIDE of the U.S. and territories and wishing to conduct business (contracts/grants) with the U.S. Government, must FIRST request a NCAGE Code, followed by a DUNS Number and registration in SAM. Review the instructions for obtaining an NCAGE CODE.

1.1 Request NCAGE Code

a. Entities register with NATO Support and Procurement Agency (NSPA) by using the NATO Codification Tool webpage to request a NCAGE Code by selecting the CAGE/NCAGE Code Request link.

b. Check to see if a NCAGE Code is already assigned for the company.

c. If the search does not result in a match to an existing NCAGE code:

Click [Request New] button in the bottom right hand corner of the screen.

Follow the directions to obtain an NCAGE Code.

Submit the request. A validation email message is sent to the POC in the NCAGE Request for confirmation.

d. Confirm the NCAGE request by clicking on the link embedded in the email.

http://www.sam.gov/ http://www.sam.gov/ http://www.sam.gov/ http://www.sam.gov/ https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

e. NSPA assign an NCAGE or forward the request to the applicable National Codification Bureau (NCB) if the entity is located in a NATO (including the U.S.) or Tier 2 nation. NSPA assigns for all other entities NOT located in NATO or Tier 2 nations.

1.2 Validate NCAGE Code

a. When the NCAGE Code is assigned, an email message will be sent to the entity POC in the NCAGE Request.

b. The new NCAGE CODE information is validated by logging into the NSPA web portal.

Click on the tab labelled CAGE/NCAGE Code Request.

Enter the NCAGE Code in the first screen, click the Enter key.

At the bottom of the screen, a Results box will display. Click on the line of the entity/organization.

c. NSPA and the appropriate country’s NCBs will forward all NCAGE Code information to the U.S. CAGE Program Office. Depending on the assigned country, the data transmission to the U.S. CAGE Program Office will vary from daily/weekly/monthly/bi-monthly/annually based on their internal procedures for transmission to all AC/135 nations.

d. If the NCAGE Code is not assigned by NSPA/or National Codification Bureau (NCB) then the company entity POC will be contacted by email/letter from NSPA or NCB.

e. Entity POC should contact applicable NSPA or NCB indicated in the Annex of the instruction link at

NSPA.

Scroll down the page to Annex section and contact the NCAGE POC for the nation where the entity is physically located.

1.3 Validate Information in CSI.

a. Once the NCAGE is received in the CAGE Program Office, the NCAGE Code is displayed in CAGE Search and Inquiry (CSI – formerly Business Identification Number Cross Reference System (BINCS)

b. The entity/organization’s Legal Business Name and Physical Address must match exactly with NSPA, CSI, D&B and SAM.

c. Access CSI to confirm the NCAGE Code data. Refer to Section 14, Appendix 2.E How to Navigate CSI Tool.

d. If the NCAGE does not display in CSI but IS located in the CAGE/NCAGE Code Request, contact the DLA Contact Center reporting this discrepancy.

e. If all information is current in CSI and CAGE/NCAGE Code Request proceed to obtain a DUNS Number.

TIMEFRAME: CSI is updated after CAGE Program Office has received and processed the NCAGE data which may be up to 10 business days.

1.4 Request a DUNS Number

a. Register with Dun & Bradstreet (D&B) to obtain the Data Universal Numbering System (DUNS) Number by accessing the webform.

b. Ensure the entity’s Legal Business Name and Physical Address match exactly with what was registered for the NCAGE Code by logging into the NSPA web portal and using the search option.

TIMEFRAME: Allow 1 to 2 business days to obtain the international DUNS Number.

1.5 Register with the System for Award Management (SAM)

a. You must have the NCAGE Code and the DUNS Number before registering in SAM.

b. Register in SAM once the D&B number and NCAGE Code are granted.

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

d. 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.

e. If the registration is successfully processed in SAM with the NCAGE Code and submitted to CAGE https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search http://www.logisticsinformationservice.dla.mil/BINCS/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx mailto:dlacontactcenter@dla.mil mailto:dlacontactcenter@dla.mil https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://fedgov.dnb.com/webform http://fedgov.dnb.com/webform https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://www.sam.gov/ https://www.sam.gov/sam/transcript/Quick_Guide_for_Contract_Registration.pdf https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf https://www.sam.gov/portal/SAM/#1

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”.

f. 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.

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

h. 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. Refer to Appendix 2.A SAM Status Tracker.

1.6 CAGE Program validation based on SAM Registration with NCAGE

a. CAGE Program is the last step for reviewing and validating the SAM Registration with an NCAGE.

b. If the SAM Registration has been validated, the entity/organization’s registration will be in CSI and

SAM with a new expiration date and the status will reflect active.

c. If CAGE returns the registration, SAM will display a registration status of “Failed CAGE Validation”.

The return reason will be sent within 1 business day to the email address supplied in SAM for the authorized administrator user(s) of the entity/organization. The application will not be processed until the information in the registration is corrected at SAM, NSPA, and D&B if applicable. Refer to Appendix 4 SAM Letters.

d. If you received a “Failed CAGE Validation” notification, check NSPA, D&B, SAM and CSI and query to validate the LBN and the Physical Address matches exactly:

If corrections are required in the NCAGE data, submit update request through CAGE/NCAGE Code Request.

If corrections are required with D&B, use the web form.

If D&B is updated, the SAM Registration must accept D&B data LBN and the Physical Address.

If corrections are required with CSI, contact DLA Contact Center.

The registration will not be processed until the information in the registration is corrected and resubmitted in SAM.

TIMEFRAME: Allow 10 business days from the date of SAM submission for the Cage Program Office validation process to be completed.

2. REQUEST NEW NATO CAGE CODES (NCAGE) WITHOUT U.S. GOVERNMENT

2.1 Request NCAGE Code

a. Register with NATO Support and Procurement Agency (NSPA) by using the NATO Codification Tool to request a NCAGE Code by selecting the CAGE/NCAGE Code Request.

b. Check to see if a NCAGE Code is already assigned for the company.

c. If the search does not result in a match to an existing NCAGE code:

d. Click [Request New] button in the bottom right hand corner of the screen.

e. Follow the directions to obtain an NCAGE Code.

f. Submit the request. A validation email message is sent to the POC in the NCAGE Request for confirmation.

g. Confirm the NCAGE request by clicking on the link embedded in the email.

h. NSPA assign an NCAGE or forward the request to the applicable National Codification Bureau (NCB) if the entity is located in a NATO (including the U.S.) or Tier 2 nation. NSPA assigns for all other entities NOT located in NATO or Tier 2 nations.

2.2 Validate NCAGE Code

a. When the NCAGE Code is assigned, an email message will be sent to the POC in the NCAGE Request.

b. The new NCAGE CODE information is validated by logging into the NSPA web portal.

c. Click on the tab labelled CAGE/NCAGE Code Request.

Enter the NCAGE Code in the first screen, click the Enter key.

At the bottom of the screen, a Results box will display. Click on the line of the entity/organization.

https://www.sam.gov/SAMPortal/sam/helpPage/SAM_Reg_Status_Help_Page.html https://cage.dla.mil/search https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://fedgov.dnb.com/webform mailto:dlacontactcenter@dla.mil https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://www.nato.int/structur/AC/135/main/links/contacts.htm http://www.nato.int/structur/AC/135/main/links/contacts.htm https://eportal.nspa.nato.int/AC135Public/default.aspx

d. NSPA and the appropriate country’s NCBs will forward all NCAGE Code information to the CAGE Program Office. Depending on the assigned country, the data transmission to the CAGE Program Office will vary from daily/weekly/monthly based on their internal procedures for transmission to all AC/135 nations.

e. If the NCAGE Code is not assigned by NSPA/or National Codification Bureau (NCB) then the company entity POC will be contacted by email/letter from NSPA or the NCB.

f. Entity POC should contact applicable NSPA or NCB indicated in the Annex of the instruction link at

NSPA.

Scroll down the page to Annex section and contact the NCAGE POC for the nation where the entity is physically located.

TIMEFRAME: Allow 10 business days from the date of submission to the CAGE/NCAGE request.

3. UPDATE NCAGE CODE (NCAGE) WITH U.S. GOVERNMENT

Entities engaged with the U.S. Government and pursuing contracts and/or grants are required to obtain an NCAGE Code.

3.1 Update NCAGE at NSPA

a. Submit update changes at CAGE/NCAGE Code Request.

b. Enter the NCAGE and click on the magnifying glass.

c. Click on Result which the NCAGE.

d. Update the information on the NCAGE and click “Request Update”.

e. The NCB or NSPA will review and update the NCAGE, if approved.

3.2 Validate NCAGE Code

a. When the NCAGE Code is updated, an email message will be sent to the entity POC in the NCAGE Request.

b. The updated NCAGE CODE information is validated by logging into the NSPA web portal.

Click on the tab labelled CAGE/NCAGE Code Request.

Enter the NCAGE Code in the first screen, click the Enter key.

At the bottom of the screen, a Results box will display. Click on the line of the entity/organization.

c. NSPA and the appropriate country’s NCBs will forward all NCAGE Code information to the CAGE

Program Office. Depending on the assigned country, the data transmission to the CAGE Program Office will vary from daily/weekly/monthly based on their internal procedures for transmission to all AC/135 nations.

b. If the NCAGE Code is not updated by NSPA/or National Codification Bureau (NCB) then the company entity POC will be contacted by email/letter from NSPA or NCB.

c. Entity POC should contact applicable NSPA or NCB indicated in the Annex of the instruction link at

NSPA.

d. Scroll down the page to Annex section and contact the NCAGE POC for the nation where the entity is physically located.

3.3 Validate Information in CSI.

a. Once the NCAGE is received in the CAGE Program Office, the NCAGE Code is displayed in CAGE Search and Inquiry (CSI – formerly Business Identification Number Cross Reference System (BINCS))

b. The entity/organization’s Legal Business Name and Physical Address must match exactly with NSPA, CSI, D&B and SAM.

c. Access CSI to confirm the NCAGE Code data. Refer to Appendix 2.E How to Navigate CSI Tool.

d. If the NCAGE does not display in CSI but IS located in the CAGE/NCAGE Code Request, contact the DLA Contact Center reporting this discrepancy.

e. If all information is current in CSI and CAGE/NCAGE Code Request proceed to obtaining a DUNS Number.

TIMEFRAME: CSI is updated after CAGE Program Office has received and processed the NCAGE data https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search https://cage.dla.mil/search http://www.logisticsinformationservice.dla.mil/BINCS/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx mailto:dlacontactcenter@dla.mil mailto:dlacontactcenter@dla.mil which may be up to 10 business days.

3.4 Update D&B profile at Dun & Bradstreet.

a. Update the profile using the web-form if you are changing the Legal Business Name and/or Physical Address

b. D&B information for Legal Business Name and Physical Address is sent to SAM.

c. The Physical Address must be complete to include suite, building, apartment, or unit number information.

TIMEFRAME: Allow 1 to 2 business days to update the DUNS Number.

3.5 If NOT updating the Legal Business Name and/or Physical Address update the registration in SAM. Proceed to the System for Award Management (SAM).

3.6 Update the registration in the System for Award Management (SAM).

a. Maintain an active registration annually. Follow the quick guide for international registrations at SAM.gov for registrants who are physically located outside within the U.S. and its territories.

b. Once the updates are requested from D&B, validate the updated registration in the System for Award Management (SAM).

c. 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”.

d. If the registration is not complete at SAM, the status will display “Work in Progress” indicating that Core Data is incomplete. Continue to complete the registration until you have submitted your SAM registration.

e. 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. Refer to Appendix 2A for List of Statuses.

3.7 CAGE Validation performed

a. The CAGE Program Office is the last step in the process for updates to NCAGE registrations. The Government POC in the SAM Registration will be contacted if there are discrepancies within D&B, SAM and NSPA Legal Business Name and Physical Addresses.

b. Returned registrations to SAM will result if the CAGE Program Office reviews and identifies discrepancies within the above systems for LBN and Physical Address.

c. If the registration passes CAGE Program Office validation, the entity’s registration will be reflected in CSI and SAM with a new expiration date and the status will reflect active.

d. Once the CAGE Code is assigned, CSI will display basic data of the CAGE file and linkages to the SAM public view source. Refer to Appendix 2E on CSI.

e. CAGE returns SAM Registrations (i.e. not provided requested documentation), and SAM will display a registration status of “Failed CAGE Validation” in SAM. The return reason will be sent within 1 business day to the email address supplied in SAM for the authorized administrator users(s) of the entity/organization. The application will not be processed until the information in the registration is corrected at SAM, NSPA, D&B if applicable and/or documentation requested has been provided.

Refer to Appendix 4 for SAM Letters Returned Reasons.

TIMEFRAME: Allow 10 business days from the date of receipt at the CAGE Program Office for the validation process to be completed.

4. UPDATE NATO CAGE CODES (NCAGE) WITHOUT U.S. GOVERNMENT

4.1 Entities located outside the US and its territories, engaged in business operations with the U.S. Government and do NOT have contracts and/or grants are required to update the NCAGE Code if changes occur.

http://fedgov.dnb.com/webform http://www.sam.gov/ https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf https://www.sam.gov/portal/SAM/#1 https://www.sam.gov/ https://www.sam.gov/ https://www.sam.gov/ https://www.sam.gov/SAMPortal/sam/helpPage/SAM_Reg_Status_Help_Page.html https://cage.dla.mil/search

4.2 Update the NCAGE Code

a. Access the NATO Support and Procurement Agency (NSPA) by using the NATO Codification Tool to update the NCAGE Code by selecting the CAGE/NCAGE Code Request link.

b. Enter the NCAGE and click on the magnifying glass.

c. Click on Result which the NCAGE.

d. Update the information on the NCAGE and click “Request Update”.

e. The NCB or NSPA will review and update the NCAGE, if approved.

4.3 Validate NCAGE Code

a. When the NCAGE Code is updated, an email message will be sent to the POC in the NCAGE

Request.

b. The updated NCAGE CODE information is validated by logging into the NSPA web portal.

c. Click on the tab labelled CAGE/NCAGE Code Request.

Enter the NCAGE Code in the first screen, click the Enter key.

At the bottom of the screen, a Results box will display. Click on the line of the entity/organization.

d. NSPA and the appropriate country’s NCBs will forward all NCAGE Code information to the CAGE

Program Office. Depending on the assigned country, the data transmission to the CAGE Program Office will vary from daily/weekly/monthly based on their internal procedures for transmission to all AC/135 nations.

e. If the NCAGE Code is not updated by NSPA or National Codification Bureau (NCB) then the company entity POC will be contacted by email/letter from NSPA or NCB specific to the country.

f. Entity POC should contact applicable NSPA or NCB and proceed to annex for proper POC shown in the link at CAGE/NCAGE Code Request.

g. To locate NSPA or NCB, scroll down the page to annex section.

TIMEFRAME: Allow 10 business days from the date of submission to the CAGE/NCAGE request.

5. APPENDICES

Appendix 1: Governing Directives and Regulations

The U.S. established the Commercial and Government Entity Code (CAGE) in 1950, a code assigned to an entity (manufacturers, distributors, sole proprietors, service organizations, consulting, etc.) to facilitate the Federal Catalog System (FCS) and supply chain. The CAGE Code is a five-character alpha-numeric identifier assigned to entities located in the United States and its territories by the Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) Branch. The CAGE Program Office website which contains instructions, resources and links is found at https://CAGE.DLA.MIL.

The NATO Codification System (NCS) was established in 1958 and is administered by the NATO Allied Committee 135 (AC/135) National Codification of Directors. The AC/135 oversees the system, logistics data and process for all NATO and participating nations. The Allied Codification Manual (ACodP-1) is the policy and processes for the NCS.

In order to differentiate between the U.S. and NATO systems, NCAGE was referred to as NATO COMMERCIAL and GOVERNMENT ENTITY CODE (NCAGE) in the NCS community. The NCAGE Code is a five-character alpha-numeric identifier assigned to entities located outside the United States by the NATO or NSPA organizations. When an entity is assigned a CAGE/NCAGE, the code is the same structure but it identifies which nation or if the NATO Support Agency (NSPA), assigned the

CAGE/NCAGE.

Highest-Level Owner and Immediate Owners relating to an entity/organization, request a CAGE Code using the Request or Update CAGE Code Form which is further discussed in Section 7. Federal Acquisition Regulation (FAR) Subpart 4.18 requires that you provide information about your entity’s ownership and control as part of your SAM regulation. Defense Federal Acquisition Regulation (DFARS) PGI 204.18 provides procedures, guidance and information on the administrative matters of the CAGE code.

https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/default.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://cage.dla.mil/ http://www.regulations.gov/#!documentDetail%3BD%3DFAR-2012-0024-0004 http://www.acq.osd.mil/dpap/dars/dfars/pdf/r20141211/204_18.pdf http://www.acq.osd.mil/dpap/dars/dfars/pdf/r20141211/204_18.pdf

Appendix 2: Status Code Tools and Definitions A. SAM Status Tracker

Check the registration status in SAM by entering the DUNS Number or CAGE/NCAGE Code. The SAM Status Tracker will show you the current status of the entity associated with that DUNS Number or CAGE/NCAGE Code, as well as tell you what steps you have left to complete based on why you are registering.

B. Statuses

Draft

At the start of the entity registration, the record is in Draft status. The registration will remain in the Draft stage until the core information section has been filled out. While in the Draft stage, the registration is not searchable. If the DUNS Number is in DRAFT status, this error message will be displayed: ERROR:

Status of DUNS 999999999 could not be retrieved. This DUNS Number is not registered in SAM.

https://www.sam.gov/SAMPortal/sam/helpPage/SAM_Reg_Status_Help_Page.html https://www.sam.gov/SAMPortal/sam/helpPage/SAM_Reg_Status_Help_Page.html

Work In Progress The record is in the Work in Progress stage when all the Core Data is completed or an update has been initiated from a previously active or expired record. The registration will remain in Work In Progress status from Core Data, through Assertions, Reps & Certs, and POCs, until the record is submitted.

Submitted

Once the registration is submitted it is sent to IRS for validation and for CAGE/NCAGE Code assignment or validation. Notification is by e-mail when the reviews are complete.

Active

Once the entity registration is successfully processed, i.e. passes the external validations, it becomes Active in SAM. It will remain active for 365 days from the date submitted for processing, unless it is deactivated by the entity Administrator.

Inactive / Expired The entity record will expire and go into an inactive status if not updated once every 365 days.

Unknown

Indicates the status is deactivated.

Deactivated / Deleted

Indicates record is deactivated.

C. Status Codes in SAM During the SAM Registration or update process, status codes are displayed in SAM.

Draft

Work In Progress

Work In Progress - Registration has failed IRS Validation.

Work In Progress - Registration is undergoing IRS Consent Validation. This may take 3-5 business days. If time frame is over 1 week, contact the Federal Service Desk (www.fsd.gov).

Work In Progress - Registration has failed CAGE Validation.

Submitted – Registration is undergoing IRS TIN Matching. This averages two business days. If it takes longer than one week, contact the Federal Service Desk (www.fsd.gov).

Submitted – Registration has passed IRS Validation.

Registration Pending CAGE Validation.

Submitted – Registration Pending CAGE Validation.

Active

Inactive / Expired

Deactivated

D. CAGE Status in CSI During the SAM Registration or update process, status codes are displayed on the CSI webpage.

Active

Active Record – Specialized Use

Active With Restraint

Debarred

Obsolete – Company Location Unknown

Obsolete – Company Discontinued

Cancelled Without Replacement

Cancelled With Replacement Record

E. How to Navigate CSI Tool

1. CAGE Search and Inquiry (CSI – formerly Business Identification Numbering Cross- Reference System (BINCS)) is a public facing search engine for domestic and foreign entity/organizations, suppliers and potential contractors supporting the U.S. Federal supply chain and should be used to verify the registration information.

Go to the CSI homepage at https://cage.dla.mil/search.

Click “I AGREE” at bottom middle of the page.

https://www.fsd.gov/app/answers/list http://www.fsd.gov/

The easiest way to search in CSI is to search by CAGE/NCAGE or DUNS Number.

Select “Search”.

F. Results will be displayed. Select “Details” to display CAGE information.

Use “Search” on the header menu to perform another search.

Appendix 3: SAM Registrations/Updates

For information on SAM, visit https://www.sam.gov and select HELP for FAQs, User Guides, and Demonstration Videos.

Appendix 4 SAM Letters

When U.S. CAGE Validation is not successful, SAM emails the user a CAGE Return Letter. The emails will indicate the “CAGE Code Validation Failed for [Entity Name / DUNS / CAGE]”.

The following validation failure reasons will be displayed in SAM and will produce a letter to the authorized SAM administrator or the user of the entity/organization.

1. Returned - Please contact the DLA Contact Center at dlacontactcenter@dla.mil or 269- 961-7766 or 1-877-352-2255 for more information on the CAGE rejection reason.

2. Returned-D&B changes or updates needed incorrect or incomplete physical address.

3. Returned-NCAGE Code is invalid or inactive.

4. Returned-Legal Business Name does not match NCB data.

5. Returned-D&B changes or updates needed, incorrect or incomplete Legal Business Name.

6. Returned-Invalid or incomplete POC information provided.

7. Returned-Invalid CAGE Code provided in registration.

8. Returned-Failure to provide legal documentation.

9. Returned-Failure to respond to a CAGE request within 5 business days.

10. Returned-Invalid physical address does not match NCB data.

11. Returned-Legal Business Name and address do not match NCB data.

12. Returned-Data for this NCAGE Code has not been received from NSPA.

13. Returned-CAGE Code used with another DUNS/DUNS+4. POC to provide correct DUNS/DUNS+4.

14. Returned-Per vendor request.

15. Returned-DUNS+4 not required.

16. Returned-A CAGE Code is already assigned to the submitted DUNS/DUNS+4 sent as NEW.

17. Returned-DUNS/DUNS+4 do not exist in CAGE Program Office.

18. Returned-DUNS/DUNS+4 exist in CAGE Program Office but has a different CAGE Code assigned.

Appendix 5 Process Flows https://www.sam.gov/ mailto:dlacontactcenter@dla.mil

1. NCAGE (Non U.S.) entity requests or updates an NCAGE at NSPA CAGE/NCAGE Code Request at https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx . NSPA routes requests to the Allied Committee 135 (AC/135) National Codification Bureau (NCB) for assignment or update OR NSPA will assign/update NCAGE, based on the entity’s country physical address location.

2. When NCAGE is assigned or updated NSPA transmits ALL NCAGE data to participating nations, to include the U.S. CAGE office. U.S. CAGE office processes and NCAGE data is displayed in CSI.

3. If entity is doing business with the U.S. Government, they must register in D&B and then SAM. When the NCAGE is assigned/updated and displayed in CSI, NCAGE entity/organization registers with Dun & Bradstreet (D&B)

4. NCAGE entity/organization registers in the GSA System for Award Management (SAM). SAM validates NCAGE code in CSI. If not present in CSI, SAM notifies registrant. First time registrants to SAM and registrations needing updates to names and addresses must accept information from D&B when registering/updating in SAM.

5. SAM registration is sent to U.S. CAGE for validation of name and address – registration is returned to SAM (returned or active)

6. If SAM registration is processed and active, entity is notified and eligible for contracts and/or grant awards. If returned (failed CAGE validation), NCAGE entity/organization may resubmit SAM registration when corrections are updated at NSPA, D&B and/or SAM.

1. NCAGE (Non U.S.) entity requests or updates an NCAGE at NSPA CAGE/NCAGE Code Request at https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx. NSPA routes requests to the Allied

Committee 135 (AC135) National Codification Bureau (NCB) or NSPA will assign/update NCAGE based on nation of entity.

2. When NCAGE is assigned or updated NSPA transmits all NCAGE data to participating nations, to include the U.S. CAGE office. U.S. CAGE office processes and NCAGE data is displayed in CSI.

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Appendix 6 National Codification Bureaux Contacts

Country/Agency NCAGE matters

ALBANIA Lt. Alket PAPA

+355-4-222-6601 ext. 1235

+355-4-222-8325 ncbal@aaf.mil.al or alket.papa@aaf.mil.al

ARGENTINA* Lic. Fabián Irineo Pelaez

+54 11 4339 3006

+54 11 4339 3006 secade@mindef.gov.ar

AUSTRALIA Mr. Earle WILSON

+613 9282 7592

+613 9282 3358

NCB.VendorCellOps@defence.gov.au

AUSTRIA Mrs. Dagmar RODINGER

+43 50201 1023293

+43 50201 1017070 ncbatncage@bmlvs.gv.at

BELGIUM Mr. Patrick DEPETERSBOURG

+32 2 44 15576

+32 2 44 39547 ncbzbncage@mil.be

BRAZIL Ms. Cristiane Maria ESTEVES

+55 (21) 2101 0784

+55 (21) 2101 0782 ncbbrncage@defesa.gov.br

BULGARIA Mr. Peter IVANOV

+359 2 9220885

+359 2 9220643 ncbbgncage@mod.bg

CANADA Mr. Ross PATTERSON

+1 (819) 939-8771

+1 (819) 939-0396 ncbcancage@forces.gc.ca

(Indicate addressee name on doc.)

CROATIA Mr. Mladen KLINCOV

+385 1 4568 078

+385 1 4568 111 ncbcr@morh.hr

CZECH REPUBLIC Mrs. Helena Princová

+420 973 213913

+420 973 213930 ncbczncage@army.cz

DENMARK Mr. Thorsten E. JENSEN

+45 7257 5930 mailto:ncbal@aaf.mil.al mailto:alket.papa@aaf.mil.al mailto:secade@mindef.gov.ar mailto:NCB.VendorCellOps@defence.gov.au mailto:ncbatncage@bmlvs.gv.at mailto:ncbzbncage@mil.be mailto:ncbbrncage@defesa.gov.br mailto:ncbbgncage@mod.bg mailto:ncbcancage@forces.gc.ca mailto:ncbcr@morh.hr mailto:ncbczncage@army.cz tej@mil.dk or lars_johansen@mil.dk

ESTONIA Mrs. Piret LILLE

+372 717 4844

+372 601 1120 codif@mil.ee or piret.lille@mil.ee

FINLAND Ms. Outi LAUNIO

+358 299 570969

+358 299 570509 ncbfin@mil.fi

FRANCE Mr. Didier LE DIAGON

+33 (2) 9022 6127

+33 (2) 9022 6126 ncbfrncage@cimd.interarmees.defense.gouv.fr

GERMANY Mr. Wolfgang MÜLLER

+49 2241 991 643

+49 2241 991 419

NCBGE-NCAGE@bundeswehr.org

GREECE Cpt (HAF) Ioannis FOUSEKIS /

Mr. Valantis KIVRIKOSAIOS

+30 (210) 7466 281

+30 (210) 7466 267 grncb@otenet.gr

HUNGARY Cpt. Tamás ROBOTKA

+36 1 398 4587

+36 1 398 4648 ncbhuncage@hm.gov.hu

INDIA* Mr. Suresh GR

+91 1123043226

+91 1123015686 oicncbindia.defstand@gov.in

INDONESIA* Mr. Tomy Wardana

+62 217668062

+62 217656847 puskod@dephan.go.id

ISRAEL Ms. Zehava Kagan

+972-3-737-2043 zeava25@idf.gov.il

ITALY ITA NCB - NCAGE

+39 (06) 4735 5863

+39 (06) 4735 4706 ncbit.ncage@sgd.difesa.it

JORDAN* Fuad Quamar

+962 6 5000753

+962 6 5000754 joncb@jaf.mil.jo

KOREA, REPUBLIC OF Mr. Jaekwang Cho

+82 2 2079 4638

+82 2 773 7587 mailto:tej@mil.dk mailto:lars_johansen@mil.dk mailto:codif@mil.ee mailto:piret.lille@mil.ee mailto:ncbfin@mil.fi mailto:ncbfrncage@cimd.interarmees.defense.gouv.fr mailto:NCBGE-NCAGE@bundeswehr.org mailto:grncb@otenet.gr mailto:ncbhuncage@hm.gov.hu mailto:oicncbindia.defstand@gov.in mailto:puskod@dephan.go.id mailto:zeava25@idf.gov.il mailto:ncbit.ncage@sgd.difesa.it mailto:joncb@jaf.mil.jo cagerkr@korea.kr

LATVIA Mrs. Vija KELPE

+371 67300278

+371 67300207 vija.kelpe@vamoic.gov.lv

LITHUANIA Cpt. Vytautas GYLYS

+370 (5) 2785 250

+370 (5) 2103 793 ncblt@mil.lt

Aristida MARGERIENE

+370 (5) 2785 252

+370 (5) 2103 793 aristida.margeriene@mil.lt

LUXEMBOURG Luxembourg's NCAGEs are allocated by BELGIUM (NCAGE structure B***#)

MALAYSIA Lt-Col. Azura binti Atan

+603 40274382

+603 40274374 ncb34bt@mod.gov.my

Cc to the director requested:

ncb34dir@mod.gov.my

MOROCCO Lt-Col. Tarik BENKARROUM /

Cpt. Anas ELESFAR

+212 661643987

+212 522539246 ext. 1119 ccm@far.ma

Cc. tarikbenkarroum@hotmail.com

NETHERLANDS Mr. Kees PRONK

+31 6 57878951

Mr. Brian de WINTER

+31 6 83550521 ncbnlncage@mindef.nl

NEW ZEALAND Mrs. Cherry ZHONG

+64 4 587 2043

+64 4 587 2051 ncbnzncage@nzdf.mil.nz

NORWAY Mr. Egil ILSENG

+47 6786 3782

+47 6786 3379 ncbnoncage@mil.no

OMAN* ISSAM Al Ryami

+968 24 33647

+968 24 332640 cagteam@modus.gov.om fahrasa@modus.gov.om

POLAND Mrs. Malgorzata KAMINSKA / Mrs. Dorota MIRECKA mailto:cagerkr@korea.kr mailto:vija.kelpe@vamoic.gov.lv mailto:ncblt@mil.lt mailto:aristida.margeriene@mil.lt mailto:ncb34bt@mod.gov.my mailto:ncb34dir@mod.gov.my mailto:ccm@far.ma mailto:tarikbenkarroum@hotmail.com mailto:ncbnlncage@mindef.nl mailto:ncbnzncage@nzdf.mil.nz mailto:ncbnoncage@mil.no mailto:cagteam@modus.gov.om mailto:fahrasa@modus.gov.om

+48 261 877 858 /898

+48 261 877 888 ncbpl@wp.mil.pl

PORTUGAL Mr. Nuno LOPES

+351 21 302 7344

+351 21 302 7221 ncbptncage@defesa.pt

ROMANIA Ms. Virgilia-Mihaela POPESCU

+40 (21) 411 8813

+40 (21) 411 1457 ncbroncage@roncb.ro

SERBIA Ms. Vera MILOŠEVIĆ

+381(0)112051766

+381(0)112506042 ncbsrncage@mod.gov.rs

SINGAPORE Mr. Paul LIM Y. S.

+65 6879 5539

+65 6879 5563 lyongsoo@dsta.gov.sg or ncbsn@dsta.gov.sg

SLOVAKIA Mr. Štefan KRŠÁK

+421 (960) 338 919

+421 (32) 744 2174 ncbskncage@mil.sk

SLOVENIA Mrs. Uršula ČETINA

+386 (1) 471 2605

+386 (1) 471 2521 ursula.cetina@mors.si or sskk@mors.si

SPAIN Mr. Rogerio SANCHEZ

+34 91 550 6141 ncbspncage@oc.mde.es

SWEDEN* Ms. Mona Göransson

+46 87826760

+46 87826215 mona.goransson@fmv.se or ncbswencage@fmv.se

TURKEY Mr. Riza DURDU

+90 312 410 6184

+90 312 417 5488 tmkb@msb.gov.tr

UKRAINE* Olha Chykhachova

+380 44 4547470

+380 44 4547470 vsr.ncb@gmail.com

UNITED KINGDOM Mr. Edward McGUIRE

International Dialing :

+44 (141) 224 2250

+44 (141) 224 2300

National Dialing :

0141 224 2250 mailto:ncbpl@wp.mil.pl mailto:ncbptncage@defesa.pt mailto:ncbroncage@roncb.ro mailto:ncbsrncage@mod.gov.rs mailto:lyongsoo@dsta.gov.sg mailto:ncbsn@dsta.gov.sg mailto:ncbskncage@mil.sk mailto:ursula.cetina@mors.si mailto:sskk@mors.si mailto:ncbspncage@oc.mde.es mailto:mona.goransson@fmv.se mailto:ncbswencage@fmv.se mailto:tmkb@msb.gov.tr mailto:vsr.ncb@gmail.com

0141 224 2300

DESSEOCSCP-NCB-NCAGE@mod.uk

UNITED STATES DLA Logistics Information Service - CAGE

+1 (269) 961 7766

+1 (269) 961 7766 dlacontactcenter@dla.mil

NATO Support &

Procurement Agency

(NSPA)

Mr. Patrice VERLAINE

+352 3063 6145

+352 3063 4145 ncage@nspa.nato.int

* ARGENTINA, INDIA, INDONESIA, JORDAN, OMAN, SWEDEN and UKRAINE, although being Tier 1 countries, are managing the assignment of their own S-CAGE codes on behalf of NSPA.

Country Servicing Communication Center

GERMANY Zentrum für Informationstechnik der Bundeswehr Rechenzentrum Wilhelmshaven Admiral-Armin-Zimmermann-Kaserne Jeversche Landstrasse 16 D-26388 Wilhelmshaven

+49 4421 68 66401

+49 4421 68 66409 rzbwwilhelmshaven@bwb.org

6. ROLES AND RESPONSBILITIES

Role: Responsibility:

Allied Committee 135 (AC/135)

This group, which is under the authority of North Atlantic Treaty Organization (NATO), is committed to increased effectiveness and efficiency of global logistics systems and operations for participating nations and to provide the bridge necessary to facilitate global logistics operations.

CAGE Program Office

The Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) Program Office in Battle Creek, MI is the only authorized source of

U.S. CAGE Codes. CAGE Program Office is found at https://CAGE.DLA.MIL

Dun and Bradstreet (D&B)

A company or individual wishing to bid on a U.S.

Government contracts and/or grants must obtain a D-U- N-S Number, a unique nine-digit identification number (for each physical location that will perform on contracts) assigned by Dun and Bradstreet.

DLA Contact Center also known as Customer Interaction Center (CIC)

DLA CIC assistance with placing, modifying and tracking requests for CAGE Program Office.

mailto:DESSEOCSCP-NCB-NCAGE@mod.uk mailto:dlacontactcenter@dla.mil mailto:ncage@nspa.nato.int mailto:rzbwwilhelmshaven@bwb.org https://cage.dla.mil/

National Codification Bureau (NCB)

NCB is governed by the NATO Allied Committee 135 (AC/135), with each member nation's National Codification Bureau controlling and issuing its own unique National Stock Numbers and NCAGES.

NATO Support and Procurement Agency

(NSPA)

The NATO Support and Procurement Agency (NSPA) is a NATO funded agency. The NSPA is the executive body of the NATO Support and Procurement Organization (NSPO) and provides administrative and program support for the Allied Committee (AC/135) National Codification of Directors, which consist of 28 NATO and partner nations.

North Atlantic Treaty Organization (NATO) An alliance of countries from North America and Europe committed to fulfilling the goals of the North Atlantic Treaty signed on 4 April 1949.

System for Award Management (SAM)

The Central Contractor Registration (CCR) was the primary supplier database for the U.S. Government until July 30, 2012. The CCR collected data from suppliers, validated and stored this data, and disseminated it to various government acquisition agencies. On July 30, 2012, the CCR transitioned to the System for Award Management.

7. TERMS

Term/Acronym Definition

AC135

Allied Committee 135 – a NATO committee who oversees codification policy and procedures for NATO and partner nations.

BINCS

Business Identification Number Cross-reference System (now replaced with CAGE Search and Inquiry (CSI))

CAGE Commercial and Government Entity

CAGE Request or Update Link

Only entity/organizations NOT receiving/or will be receiving contracts/grants from the U.S. Government but require a U.S. CAGE code for facility

CSI

CASE Search & Inquiry public facing database of CAGE/NCAGEs which are displayed by the CAGE Program Office

CIC Defense Logistics Agency Customer Interaction Center

D&B Dun and Bradstreet

DUNS Data Universal Numbering System

Entity Person, department, team, corporation, cooperative, partnership, business, manufacturer, organization or other group with whom it is possible to

GPOC Government Point of Contact

HL or HLO Highest Level Owner - An entity that owns or controls an Immediate Owner of the Offeror, or that owns or controls one or more entities that control an

IO

Immediate Owner - An entity, other than the Offeror, that has direct control of the Offeror. Indicators of control include, but are not limited to, one or

IRS Internal Revenue Service

LBN Legal Business Name

NATO North Atlantic Treaty Organization

NCAGE

North Atlantic Treaty Organization Commercial and Government Entity Code

NCB National Codification Bureau

NSPA NATO Support and Procurement Agency

Offeror A person or entity who makes a specific proposal to another (the offeree) to enter into a contract (the business or organization registering in SAM).

OoO Ownership of Offeror

POC Point of Contact

SAM System for Award Management

TIN Taxpayer Identification Number

WIP Work in Progress

8. SUPPORTING REFERENCES/RESOURCES

References:

CAGE Program Office https://CAGE.DLA.MIL

Request or Update CAGE Code form https://cage.dla.mil/request

Defense Federal Acquisition Regulation (DFAR) PGI 204.18 – COMMERCIAL AND GOVERNMENT

ENTITY CODE

Dun and Bradstreet (D&B) 1-866-705-5711 http://fedgov.dnb.com/webform

DLA Customer Interaction Center (CIC) aka DLA Contact Center 1-877-352-2255 Toll Free: 1-877-352-2255 Commercial: 1-269-961-7766

DSN: 661-7766

Email: dlacontactcenter@dla.mil

Federal Acquisition Regulations (FAR) Subpart 4.18

Registration and Updating Procedures for CAGE Code (CAGE) or a NATO CAGE (NCAGE) https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pd f

NATO Codification Tool aka CAGE/NCAGE Code request stored at URL

NATO Support and Procurement Agency (NSPA)

NATO Group of National Directors on Codification Contacts (National Codification Bureau) http://www.nato.int/structur/AC/135/main/links/contacts.htm

North Atlantic Treaty Organization (NATO) https://cage.dla.mil/ http://www.dla.mil/CAGECodeRequestOrUpdate/CageCodeHome.aspx https://cage.dla.mil/request http://www.acq.osd.mil/dpap/dars/pgi/pgi_pdf/current/PGI204_18.pdf http://fedgov.dnb.com/webform mailto:dlacontactcenter@dla.mil http://www.regulations.gov/#!documentDetail%3BD%3DFAR-2012-0024-0004 https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://www.nato.int/structur/AC/135/main/links/contacts.htm http://www.nato.int/structur/AC/135/main/links/contacts.htm

System for Award Management (SAM) www.sam.gov

System for Award Management (SAM) Status Tracker

System for Award Management (SAM) Registration Guidance for U/S/ Entities https://www.sam.gov/sam/transcript/Quick_Guide_for_Contract_Registrations.pdf

System for Award Management (SAM) Registration Guidance for International Entities https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf

System for Award Management (SAM) Update Guidance https://www.sam.gov/sam/transcript/Quick_Guide_for_Updating_or_Renewing_CCR- SAM_Registrations.pdf http://www.sam.gov/ https://www.sam.gov/sam/transcript/Quick_Guide_for_Contract_Registrations.pdf https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf http://www.sam.gov/sam/transcript/Quick_Guide_for_Updating_or_Renewing_CCR-https://www.sam.gov/sam/transcript/Quick_Guide_for_Updating_or_Renewing_CCR-SAM_Registrations.pdf