SAM_Registration.PPTX

A/OPE/EAD

July 15, 2016

System For Award Management (SAM)

First let me say SAM is the official FREE, government-operated website – there is NO CHARGE to register or maintain your entity registration record in SAM. If you receive any emails claiming that you have to register with them to sign-up or renew your SAM registration for a fee, please disregard these emails.

FAR 4.1102

(a) Requires all prospective contractors to be registered in the SAM database prior to award of a contract or agreement except for:

(a)(3)(ii) if the CO is located outside the United States for work to be performed in support of diplomatic or developmental operations, in areas designated by the Department of State as a danger pay post.

(a)(6) Contract actions at or below $30,000.00 awarded to foreign vendors for work performed outside the United States, if it impractical to obtain SAM registration.

Federal Acquisition Regulation (FAR)

If you are a awarding a procurement action to a US firm even thou the work is going to be performed overseas the US firm has to be registered in SAM prior to award and you need their DUNS number for the FPDS Report.

Also, if you use FedBid the contractor has to be registered in SAM

FAR 4.1105(a) requires the following FAR clauses in the solicitation:

52.204-7 System for Award Management (JUL 2013) is included in the solicitation is Section L/3 by reference.

(b) (1) by submission of an offer, the offeror acknowledges the requirement that the prospective awardee shall be registered SAM prior to award, during performance and through final payment.

(d) If the offeror does not become registered in SAM in the time prescribed by the CO, the CO will proceed to award to the next otherwise successful registered offeror.

Federal Acquisition Regulation (FAR )

52.204-13 System for Award Management Maintenance (JUL 2013) is included in the solicitation/contract in Section I/2 by reference.

(b) Concerns the accuracy of the information in SAM and for an annual confirmation requirement by the awardee.

(c )(1) If the contractor requires a name change or a novation agreement, the contractor must follow the steps in this clause for changes in SAM.

Federal Acquisition Regulation (FAR )

Before a company can register in SAM, the vendor must first get a DUNS Number, if they do not already have one. The DUNS number is a unique nine-character identification number.

The vendor can request their DUNS number for free from this website:

DUNS Request Service for US Federal Government Contractors and Grantees It can take up to 5 business days to obtain an international DUNS number. The vendor will receive an email from D&B with their DUNS number.

Please consider the name & address carefully as the name & address in DUN & Bradstreet has to be exactly the same for NCAGE and in SAMs. The address has to be a street address and contain no special characters or different spaces

DUN & Bradstreet Number (D&B)

The next step is the CAGE Code, all CAGE codes for vendors located outside the United States and its territories are called NCAGE codes.

Assignment of NCAGE codes are governed internationally as part of the NATO Codification System (NCS). An NCAGE is required for all foreign entities or the registration will be considered incomplete. The vendor can submit their request for an NCAGE Code by going to NATO Support Activity (NSPA) NCAGE Request Tool Once again please remember that the information in DUN and Bradstreet must be exactly the same in the NCAGE system or it could hold up the firms registration in SAM.

NATO Commercial And Government Entity Code (NCAGE)

The information that was submitted for the NCAGE code feeds into BINCS. After the vendor requests the NCAGE code from the NATO Codification System (NCS), the vendor will have to search BINCS to see if their information has been received.

Some countries may take several weeks to send the information to BINCS. Once the information has been received by BINCS the vendor can now start the registration process for SAM.

Again when registering in all of the systems please remember that the Legal Business Name and physical address have to be exactly the same. SAM imports the DUN’s information and compares it to the information in BINCS. If the information is not exactly the same the SAM registration will error out and the vendor will not be able to complete their registration.

U.S. Business Identification Number Cross-Reference System (BINCS)

After you have received your DUNS and your NCAGE numbers, you will need to create a SAM user account Once you have logged in your will have “My SAM“ page and you will need to complete the following Steps:

Select “Register New Entity” under “Register/Update Entity” on your My SAM‘s page.

Select your type of Entity most likely “Business or Organization”

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

Such as “Are you interested in bidding on Federal Contracts? If you say yes, you will complete all four sections in SAMs.

System for award management (sam)

You may opt-out from displaying your entity information on the SAM Public search page. This may result in a reduction of federal government business opportunities.

On the screen Information Opt-out please select one of the following:

●I authorize my entity's information to be displayed in SAM’s Public Search

●I do not authorize information to be displayed in SAM’s Public Search

Then click on Save and Continue Information opt-out

Overseas contractor’s may want to opt-out to cut down on the number of SPAM emails. If you receive e-mails from companies requiring your company to sign up with them and pay a fee for your registration or re-registration please disregard as the US Government does not charge for registration in SAMs.

It can be accessed within the Entity, by navigating to Core Date >Information Opt Out. What this does is remove your information from the public search page however, your information will still be available for Official Use Only searches.

Contracting: please note you will have to log into the system to view entities that have Opted out of the public search pages.

Helpful Hints:

On each page or section of SAMs there is required information that must be provided and is identified with a red asterisk (*)

On the Business information page, you will create a Marketing Partner Identification Number (MPIN).

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

Only use the NCAGE code you got for your DUNs number. Remember, the name and address information must match the DUNs and NCAGE records.

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

SAM Registration continued

Please write the MPIN number down and keep it handy as it is used as a password in other government systems

As a foreign entity, you do not need to provide Electronic Funds Transfer (EFT) banking information on the page. If you do choose to provide this electronic banking information, it must be for a U.S. bank; the remittance name and address are the only mandatory information for you on this page.

In the “Points of Contact” section, list the names of people in your organization who know about your registration in SAMs and who will responsible to keep your information up to date.

After your final review please ensure that you hit submit. Once you submit the system will send a message “Congratulations” if you not see this message, your registration did not submit.

SAM cannot accept foreign banking information

Once you have submitted your registration please allow 10 business days for your registration to become active.

Once your registration is approved, you will get an email from SAMs telling you that your registration is active.

Who do you contact if your registration is not active after 10 days:

Please contact the Federal Service Desk (FSD)

Viewing your Entity Record:

If you chose to make your record public, you can view your entity record by searching for DUSNs number or entity name.

If you record is available in the public search, but expired, your can view it by searching, for you entity by DUNS number or entity name, clicking on the “Inactive” box and clicking the “Apply Filters” button

If you opted out of the public search, log into SAM, migrate your roles, and click on “Register/Update Entity” and “Complete Registration” to view your record SAM Instructions For Renewing Your Company's Registration

To submit your update, you must review the entire record in one sitting Review each page, validating the accuracy of the content If your registration requires Reps & Certs (formerly ORCA), make sure you select the box certifying to the accuracy of the data on the “Review Reps & Certs” page

Go to SAM and login with your SAM username and password.

Click “Register/Update Entity” and then “Complete Registrations” (if you started your update earlier, click on “Incomplete Registrations”).

In the Entity List panel, click on the Entity you want to update/renew.

Click the Update Entity button in the “Registration Details” Panel.

Complete Purpose of Registration (You only have to do this once)

Validate/Update “Core Data” Validate/Update “Assertions” (not required to be eligible for Grants only) Validate/Update “Representations and Certifications” (not required to be eligible for Grants only) Validate/Update “Points of Contact”, including optional POCs. If you no longer wish to have the optional POCs, please delete all data in these fields.

If you qualify as a small business, validate/update your information in SBA’s Dynamic Small Business Search (DSBS) or apply for a small business certification on the “SBA Supplemental” page.

Click submit and your done.

Please note: if your update/renewal requires IRS or CAGE revalidation, it will take 3-5 business days for it to become active and replace your previous registration.