SAM_Instructions.pdf

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

BACKROUND

The U.S. established the Commercial and Governmental 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 1954. In order to differentiate between the U.S.

and NATO systems, CAGE was referred to as NATO COMMERCIAL and GOVERNMENTAL ENTITY CODE (NCAGE) in the NCS community. When a business/organization is assigned a CAGE/NCAGE, they are in fact the same code.

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-US Company/Organization, wishing to conduct business with the U.S. Government and/or Non-US Government, proceed to STEP 1.

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

STEP 1.

U.S. Company/Organization wishing to conduct business with the U.S. Government to include Foreign Government, proceed to System for Award Management http://www.sam.gov/.

1) Get an NCAGE/CAGE Code:

a. Register with NATO Support Agency (NSPA) using the NCAGE Tool to request a NATO Commercial and Government Entity (NCAGE) Code.

b. First, check to see if an NCAGE Code is already assigned for your company.

i. Enter the name of your organization, country or city where it is located and then select the Enter key or the magnifying glass icon.

http://www.sam.gov/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Hint: This application will search for all entries that match the search terms you enter. For that reason, to ensure that your search is comprehensive, keep your search terms as unique and short as possible and avoid common names. For example, if your organization’s name is Zoran Global Enterprises, enter Zoran and leave out the other words: Otherwise, you will end up with a long listing that includes all of the companies with the words Global and Enterprises in them, along with all the companies that have Zoran in them. You can use more than one search field, and it is usually a good idea to select the nation your organization is located in along with a key word in the Organization Name field.

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

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

ii. Follow the directions to obtain an NCAGE Code. Note: You may be directed to the

National Codification Bureau (NCB) if your organization is located in the United Kingdom or France.

d. NSPA will forward your request to the applicable National Codification Bureau (NCB) if your organization is located in a NATO or Tier 2 nation. The NCB will assign your NCAGE Code.

e. NSPA will assign an “S” or “I” prefix NCAGE code if your organization is:

i. Located in a country which does not participate with AC/135

ii. Located in a Tier 1 nation

iii. An international organization

f. The applicable NCB or NSPA will notify you of your assigned NCAGE code by email. This process varies depending on the NCB and may take up to 14 business days. If requested to validate the NCAGE request by email, please follow the related instructions.

g. NSPA and the appropriate NCB will forward all NCAGE Code information daily/weekly/monthly based on their internal procedures for transmission to all AC/135 nations.

h. Validate your NCAGE/CAGE information in https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx. If this information is not correct, contact the NCB or NSPA who assigned your NCAGE/CAGE, located in Annex.

2) After obtaining an NCAGE, Foreign Organizations wanting to do business with U.S.

Government must:

a. Confirm that the NCB or NSPA has submitted your correct legal business name and/or physical address by going to the Business Identification Number Cross Reference System (BINCS) and enter your NCAGE code at:

https://www.logisticsinformationservice.dla.mil/bincs/begin_search.aspx and click Search.

http://www.nato.int/structur/AC/135/main/pdf/NCS_codes_chart.pdf https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://www.logisticsinformationservice.dla.mil/bincs/begin_search.aspx

If your NCAGE/CAGE information is not correct, please wait another 24 to 48 hours to allow for the transfer of information. Refer to STEP 6 for instructions for querying BINCS.

3) Get a DUNS Number:

a. Register with Dun & Bradstreet (D&B) to get a Data Universal Numbering System (DUNS)

Number for free by going to http://fedgov.dnb.com/webform.

b. Make sure your organization’s name and address match exactly what you entered to get your

NCAGE Code.

c. It takes up to 5 business days to get an international DUNS number.

4) Register with the System for Award Management (SAM) and maintain an active registration.

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

b. Follow the guidance at SAM.gov for international registrants:

https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf

c. It can take up to 10 business days to process an international registration in SAM.

d. If your registration is successfully completed in SAM and submitted to CAGE for final validation, you will receive an email confirmation and your SAM status will be updated to “Pending CAGE Validation”.

e. If your registration is not complete at SAM, your status will reflect what is required to complete the registration process.

5) Submit registration in SAM for CAGE validation:

a. CAGE is the last step in the process for approving new and updates to NCAGE registrations.

b. Please allow 5 business days for the CAGE validation process.

c. If the NCAGE updates pass CAGE validation, the vendor’s registration will be updated in

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

a. If the NCAGE updates fail CAGE validation, the registration status will reflect “Failed CAGE Validation” in SAM and the reject reason will be sent to the email address supplied in SAM and the National Codification Bureau will receive the reject reason for correction, within 4 business days. Your application will not be processed until the information in the registration is corrected.

6) Check to see that the NCAGE data is registered in BINCS .

a. BINCS is updated within 24-48 hours after CAGE has processed the updates to the NCAGE registration.

b. After the registration is active in CAGE and SAM, vendors and NCBs may review BINCS.

c. BINCS is a public facing search engine for domestic and foreign vendors, suppliers and potential contractors supporting the federal supply chain to verify the registration information.

d. If your DUNS information and SAM registration are active but BINCS has not been updated and the 5 business days have been exceeded.

e. External customers are required to contact the www.dlacontactcenter.mil to open a DLA service ticket that will be escalated to the CAGE office.

f. The vendor will be contacted by the CAGE office and advised on where their registration is at in the process or what is required to complete their active registration.

https://www.logisticsinformationservice.dla.mil/BINCS/begin_search.aspx

The user enters a valid NCAGE L2334 and selects enter.

http://fedgov.dnb.com/webform http://fedgov.dnb.com/webform https://www.sam.gov/ https://www.sam.gov/sam/transcript/Quick_Guide_for_International_Entity_Registration.pdf http://www.logisticsinformationservice.dla.mil/BINCS/ http://www.dlacontactcenter.mil/ https://www.logisticsinformationservice.dla.mil/BINCS/begin_search.aspx

The Vendor information is displayed for NCAGE L2334

7) If there is a change to the registration information, the organization representative authorized to submit changes must update their information in the following order:

a. Update their NCAGE record with the applicable NCB or NSPA, located in Annex.

b. Then update the DUNS record at D&B. Allow 24-48 hours for the D&B changes to process before updating your record at SAM.

c. Update the SAM registration. Allow up to 10 days for processing after you submit the changes at SAM.

d. Successful updates in SAM are electronically submitted to CAGE for final validation. Allow 5 business days for processing after your status in SAM reflects “Pending CAGE Validation”.

e. If the NCAGE updates pass CAGE validation, the vendor’s registration will be updated in CAGE and SAM with a new expiration date and the status will reflect active with the updated changes.

f. If the NCAGE updates fail CAGE validation, the registration status will reflect “Failed CAGE Validation” in SAM and the reject reason will be sent to the government point-of-contact listed in SAM for that NCAGE.

g. BINCS is updated within 24-48 hours after CAGE has processed the updates to the NCAGE registration.

8) If there are any questions for organizations doing business with the U.S. Government that are having issues with registration in SAM and/or updating information, please use the following contact information:

a. D&B – Contact samhelp@dnb.com (for customers located outside the U.S., Puerto Rico and U.S. Virgin Islands)

b. SAM - Contact the Federal Service Desk (FSD):

i. U.S. Calls: 866-606-8220

ii. International Calls: 334-206-7828

iii. FSD’s Hours of Operation are Monday - Friday, 8 a.m. to 8 p.m. Eastern Time

iv. To submit a question after hours or if there is a long wait time, use the "Submit a

Question" web form.

c. BINCS - Toll Free: 1-877-352-2255

i. Commercial/FTS: 1-269-961-7766

ii. Email: DLA Contact Center

d. Government Industry Data Mart mailto:samhelp@dnb.com https://www.fsd.gov/app/ask mailto:dlacontactcenter@dla.mil http://www.dlis.dla.mil/gidm