Attachment_1_-_Quick_Start_Guide_for_New_Foreign_Registration.pdf

Objectives

At the conclusion of the presentation you will be able to:

• Complete the NATO Commercial And Government

Entity (NCAGE) enrollment steps to receive a NCAGE Code.

• Complete the SAM Registration process.

• Define the difference between an Individual and a

System account

• Resolve questions about SAM by using the Help resources available in the application.

• Contact the Federal Service Desk when unable to resolve questions using Help resources in SAM.

Quick Start Guide For New Foreign Registrations

Helpful Information

SAM is the official free, government-operated website – there is NO charge to register or maintain your entity registration record in SAM.

What is an Entity?

In SAM, your company / business / organization is referred to as an “Entity.”

You register your entity to do business with the U.S. Federal government by complet-ing the registration process in SAM.

What do I need to get started?

1. DUNS Number: You need a Data Uni-versal Numbering System (DUNS) number to register your entity in SAM.

DUNS numbers are unique for each physical location you want to register.

2. NATO Commercial and Government

Entity (NCAGE) Code: Foreign entities must obtain a NCAGE code for each

DUNS number they plan to register in

SAM before you start the registration process.

How do I get a DUNS number?

If you do not have one, you can request a DUNS number for free to do business with the U.S. Federal government by visit-ing Dun & Bradstreet (D&B) at http://fedgov.dnb.com/webform

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

How do I get an NCAGE code?

For instructions on obtaining a NCAGE, visit: http://www.dlis.dla.mil/Forms/

Form_AC135.asp Make sure the name and address information you provide to get your NCAGE code is the same as what you used to get your DUNS number.

It takes up to 3 business days to obtain a

NCAGE code.

What about a Taxpayer Identification

Number (TIN)?

You only need a TIN if your entity pays U.S.

taxes. If you are a foreign entity that does not pay taxes in the U.S., do not enter a number in the TIN field during registration.

Steps for Registering

1. Type www.sam.gov in your Internet browser address bar.

2. Create a SAM Individual User Account (be sure to validate your e-mail address to activate the user account), then Login.

3. Select “Register New Entity” under “Register/Update Entity” on your

“My SAM” page.

4. Select your type of Entity, most likely “Business or Organization.” Defi-nitions are in the Content Glossary on the right side of the page.

5. Tell the system why you are registering in SAM. This determines what information you have to provide.

Are you interested in bidding on Federal contracts? If you say

“Yes,” you will complete all four sections in SAM.

Are you just interested in becoming eligible to apply for grants or other Federal financial assistance? If you say “No” to the contracts question and “Yes” to the grants question, you will only have to complete the grant-related information.

6. Complete your registration. On each page, required information that you must provide has a red asterisk (*) next to the name of the field.

Here are a few helpful hints:

On the Business Information page, you will create a Marketing Part-ner Identification Number (MPIN). Write your MPIN down. It is used as a password in other government systems.

If you do not pay U.S. taxes, do not enter a TIN or select a TIN type.

Leave those fields blank.

Only use the NCAGE code you got for your DUNS number. Remem-ber, the name and address information must match on the DUNS and NCAGE records.

Make sure to select “Foreign Owned and Located” on the General

Information page.

As a foreign entity, you do not need to provide Electronic Funds

Transfer (EFT) banking information on the Financial Information page.

If you do choose to provide this electronic banking information, it must be for a U.S. bank: SAM cannot accept foreign banking infor-mation. The remittance name and address are the only manda-tory information for you on this page.

In the “Points of Contact” section, list the names of people in your organization who know about this registration in SAM and why you want to do business with the U.S. Federal government. These are called “Points of Contact” or POCs.

7. Make sure to hit [Submit] after your final review. You will get a Con-gratulations message on the screen. If you do not see this message, you did not submit your registration. What happens next?

Once approved by the IRS (if you entered a TIN) and the Commer-cial and Government Entity (CAGE) system, you will get an email from SAM.gov when your entity registration is active.

Please give yourself plenty of time before your contract or grant appli-cation deadline. Allow up to 10 business days after you submit before your registration is active in SAM, then an additional 24 hours for other systems such as Grants.gov to recognize your information.

For help registering in SAM, contact the supporting Federal Service Desk (FSD) at https://www.fsd.gov/

Objectives (continued)

At the conclusion of the presentation you will be able to:

• Resolve discrepancies between NCAGE and D&B legal business name.

• Explain the purpose of the DUNS +4 extension.

• Define the difference between Mandatory and

Optional fields required for POC information

The IAE mission is to support a common, secure business environment which facilitates and supports cost-effective acquisition of, and payment for, goods and services;

effective management of Federal acquisition and assistance awards; and consistent transparency into Federal acquisition and assistance awards.

Our Mission

Our Vision

The IAE vision is to continue to evolve and integrate the existing shared portfolio of ten electronic systems used for awarding and administering Federal financial assistance (i.e., grants, loans) and contracts.

The largest and most complex of the E-Government initiatives, the IAE works on behalf of the acquisition and financial assistance communities to save money, be more efficient, reduce burdens on the communities we serve, and improve Federal award management.

What is the System for Award Management (SAM)

An online IT system that serves as the centralized and mandated point of registration for entities who wish to contract with or receive financial assistance from the U.S. Government www.sam.gov

SAM is FREE for entities. The Federal Service Desk is the FREE Help Desk which serves users of SAM (as well as eSRS, FSRS, FBO, CFDA, and FPDS) www.fsd.gov

Federal Service Desk

Hours of Operation Monday - Friday 8 a.m. to 8 p.m. ET U.S. Calls: 866-606-8220 International Calls: 334-206-7828 q Live Web Chat q Webform q Telephone q Call Back

What is SAM

• Register as an entity

• Register as a government official

• Representations and Certifications

• Suspensions and Debarments (Exclusions) o Who must/should register ?

o When should they register ?

o How long is the registration good ?

o Do I need to register to search ?

Pre-Registration Steps

Purpose of Registration

DUNS

Registering a New Entity

Registering a New Entity (continued)

• Users are required to submit a NCAGE Code or a CAGE Code in SAM to register their entity.

• NCAGE and CAGE Codes are unique identifiers for entities that do business with and/or seek financial assistance from the U.S. federal government.

• The following table explains the differences between a NCAGE Code and a CAGE Code:

NCAGE and CAGE Code Assignments

NCAGE Code CAGE Code

Location of Entities Entities located outside the U.S.

and its outlying areas*.

Entities located in the U.S. and its outlying areas*.

Assigned By NATO Support Agency (NSPA) Defense Logistics Agency (DLA) Contractor and Government Entity (CAGE) Branch

Portal for Assignment NSPA ePortal SAM

* Puerto Rico, Guam, U.S. Virgin Islands, American Samoa, Northern Mariana Islands, Midway Islands, Wake Island, Johnston Atoll, Baker, Howland, and Jarvis Islands, Kingman Reef, Navassa Island, and Palmyra Atoll 13

NCAGE and CAGE Code Assignments To receive and report your entity’s NCAGE Code, please visit the NSPA ePortal Page: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Click here to review instructions on how to receive and report your entity’s NCAGE Code in SAM.

• After obtaining a NCAGE/CAGE Code, Non-US Business/Organizations wishing to do business (contracts/grants) with U.S. Government must:

1. Confirm that the NCB or NSPA has submitted your correct legal business name and/or physical address to the U.S. CAGE System by going to the Business Identification Number Cross Reference System (BINCS) and enter your NCAGE/CAGE code and click Search.

2. BINCS is a public facing search engine for domestic and foreign vendors, suppliers and potential contractors supporting the U.S. federal supply chain and should be used to verify the registration information.

3. BINCS is updated within 24-48 hours after U.S. CAGE System has processed the updates to the NCAGE/CAGE registration.

4. Verify the information at: https://www.logisticsinformationservice.dla.mil/ BINCS/begin_search.aspx

NCAGE and CAGE Steps

• How can I resolve a difference between the legal business name in DUNS and the NCAGE database.

1) The name must match exactly, any difference will result in an error.

This includes spaces, dashes, etc. Bassin-Bleu Inc. and Bassin Bleu Inc. are not the same company, the dash (-) needs to be included.

2) The DUNS Number links to the corresponding NCAGE Code.

3) If the discrepancy is with NCAGE database o Contact the following address at ncage@nspa.nato.int o Contact Mr. Patrice Verlaine at 352 3063 6145 or your POC .

4) If the discrepancy is with Dunn & Bradstreet database o Use the online webform http://fedgov.dnb.com/webform

NCAGE and CAGE Questions

CAGE Code

SAM Home

Creating an Account

Individual vs System accounts

Username

Passwords

Forced expirations

SAM Create User Account

SAM Account Information

SAM Log-in Information

SAM Log-in Error

SAM Search Records

SAM Data Access

SAM General Info

SAM Help Info

SAM Help Info (continued)

MY SAM

Migrating

Oh no! I do not know the CCR email address!!! What now??

• Automated Tool: DUNS number, TIN, ABA Routing Number, and

Bank Account Number

• Help Desk – certified letter

Business Information and the MPIN

IRS Consent Form

Executive Compensation

Legal Proceedings

Opting Out of Public Search

NAICS Codes

Representations and Certifications

Small Businesses

Size Standards

Submitting Registration -- Caution

Before your entity registration is complete, you will be asked to provide Mandatory POCs and Optional POCs.

• The POCs you will be asked to provide have been determined based on the answers you provided during the registration process.

• All Mandatory POCs must be completed before the registration may be submitted for certification.

• The next slide will display a listing of the Mandatory and Optional fields required for registration.

Point of Contact (POC) Information

POC Information (continued)

POC Field Name Mandatory / Optional Mandatory Data Elements Accounts Receivable POC Mandatory First Name, Last Name, Email, and Phone

EDI POC Mandatory if business wants to be EDI capable

First Name, Last Name, Email, Address, City, Country., Phone, State/Province (if US or Canada), ZIP/Postal Code

Electronic Business POC

Mandatory

First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada) and ZIP/Postal

Government Business POC

Mandatory

First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada) and ZIP/Postal

Party Performing Certification POC

Mandatory if you have used a 3rd party certifier for a small business certification.

First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal Code.

Proceedings POC

Mandatory if you have entered proceedings details

First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal

Sole Proprietorship POC

Mandatory if Sole Proprietor has been selected as a business type.

First Name, Last Name, Email, And Phone

Electronic Business Alternate POC Optional First Name, Last Name, Email, Address, City, Country., Phone, State/Province (if US or Canada), ZIP/Postal Code

Government Business Alternate POC Optional First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal Code.

Past Performance POC Optional First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal Code.

Past Performance Alternate POC Optional First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal Code.

Proceedings Alternate POC Optional First Name, Last Name, Email, Address, City, Country.

Phone, State/Province (if US or Canada), and ZIP/Postal Code.

If you need to update a POC for an active SAM account, the following steps should be helpful:

1. An individual will need to be designated as an Entity

Registration Representative.

2. An individual can be designated for an agency POC for intra-governmental transactions/federal agency registration.

3. You may update the POC list.

4. POCs are for reference only and are not necessarily system users.

POC Information

SAM System Account

Summary

In the beginning of the presentation we stated the following objectives:

• Complete the NATO Commercial And Government Entity (NCAGE) enrollment steps to receive a NCAGE Code.

• Accurately complete the SAM Registration process.

• Define the difference between an Individual and a System account.

• Resolve questions about SAM by using the Help resources available in the application.

• Contact the Federal Service Desk when unable to resolve questions using Help resources in SAM.

Summary (continued)

In the beginning of the presentation we stated the following objectives:

• Resolve discrepancies between NCAGE and D&B legal business name.

• Explain the purpose of the DUNS +4 extension.

• Define the difference between Mandatory and Optional fields required for POC information.

Have we achieved our objectives ?

Thank you for your participation today

More questions????

www.interact.gsa.gov iaeoutreach@gsa.gov