SAM_Registration_Instructions.pdf

SOLICITATION / AWARD INFORMATION AND INSTRUCTION

General Information

Government Points of Contact: Theater Contracting Center/ 409th CSB

RCO POCS:

Contract Specialist: Coralia Kelly E-mail: coralia.a.kelly.ln@mail.mil

Customer POC: Katja Lambrecht/ TLSC-E

Short Description of Requirement: Lease, Laundry & Tailoring of Occupational Clothing

REGISTRATION INSTRUCTIONS:

SYSTEM FOR AWARD MANAGEMENT (SAM)

Background

The System for Award Management (SAM) is a computer system accessed by the Internet managed by the U.S.

Government. Entities must have an active registration in SAM to do business with the U.S. Government. An “entity” is the company, business, or organization registering in SAM. Each entity is represented by a nine-digit unique entity identifier, the Data Universal Numbering System (DUNS) Number as issued by Dun & Bradstreet.

Only individuals who are authorized to represent a particular entity, or individuals representing themselves as an entity, may register an entity in SAM. Accessing or using SAM, or information contained therein, for any unauthorized or illegal purposes, may have civil and criminal penalties, and may negatively impact the status of the SAM registration maintained for the entity.

In order to register, contractors must have a valid Data Universal Numbering System (DUNS) number and a Contractor and Government Entity (CAGE) code.

A DUNS number, a nine-digit number assigned by BISNODE (in Germany) and DUN and Bradstreet outside of Germany to an establishment, is the Contractor Identification Number for Federal contractors.

Foreign vendors can obtain the DUNS number from: http://www.bisnode.de/product/db-d-u-n-s-nummer/

- US vendors can obtain the DUNS number from: http://fedgov.dnb.com/webform

A CAGE Code is a five (5) position unique identifier for entities doing or wishing to do business with the Federal Government. The format and character position of the code vary based on country.

German vendors can obtain their CAGE code by mailing to: ncbge-ncage@bundeswehr.org Or logkdobwncbge@bundeswehr.org

POC: Mr. Mueller Tel.: 02241-991643

All other foreign vendors can obtain their CAGE codes by reviewing the web site https://www.nato.int/structur/AC/135/main/links/contacts.htm

FURTHERMORE: CAGE codes may also be requested online at:

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx US vendors can obtain the CAGE code from: http://www.dlis.dla.mil/cage_welcome.asp

How to register in SAM:

1. Go to the SAM homepage at https://www.sam.gov

2. Click on “Create an Account”.

3. Provide all mandatory information and any applicable optional information.

None-US companies (companies not registered as business in the United States of America, not paying taxes in the US) shall NOT incorporate any TIN numbers or banking data as they are applicable for the US banking system only.

SAM TEMPLATE

(International Entity - No U.S. Banking Information)

Instructions to Entity

1. International Entity, No U.S. Banking Information. Use this template to formally appoint an Entity Administrator for a single international entity only if your entity does not use banking information from a U.S. financial institution in your SAM entity registration.

2. Complete the template. Fill in the blanks. Enter the highlighted information on the template below. Do not include this instruction page in your letter.

3. Print the letter on your entity’s letterhead. If you don’t have letterhead, enter your entity’s legal business name and physical address at the top of the letter before printing.

4. Sign the completed letter. Make sure the person who signs the letter is someone with signatory authority, i.e. who can make commitments on behalf of the entity like an executive, officer, partner, or other authorized representative.

VERY IMPORTANT !!!!!

5. SCAN THE COMPLETED, SIGNED LETTER.

SUBMIT A COPY TO THE FEDERAL SERVICE DESK BY CREATING A SERVICE TICKET AT

HTTPS://WWW.FSD.GOV AND ATTACHING THE SCANNED LETTER. YOUR REGISTRATION CAN BE

CONDITIONALLY ACTIVATED FOR 45 DAYS IF YOU HAVE AN APPROVED, SCANNED COPY OF THE

LETTER ON FILE.

6. MAIL THE COMPLETED, SIGNED LETTER.

IT MUST BE RECEIVED AT THE ADDRESS BELOW WITHIN 45 DAYS OF ACTIVATION OR YOUR

REGISTRATION WILL BE EXPIRED.

FEDERAL SERVICE DESK

ATTN: SAM.GOV REGISTRATION PROCESSING

460 INDUSTRIAL BLVD

LONDON, KY 40741-7285

UNITED STATES OF AMERICA

========================START OF LETTER TEMPLATE ============================

LETTER: (Printed on Entity‘s Letterhead)

[Insert Date]

TO:

FEDERAL SERVICE DESK

ATTN: SAM.GOV REGISTRATION PROCESSING

460 INDUSTRIAL BLVD

LONDON, KY 40741-7285

UNITED STATES OF AMERICA

SUBJECT: Information Required to Activate SAM Entity Registration

Purpose of Letter

The purpose of this letter is to formally appoint an Entity Administrator for each named Entity and to attest to the accuracy of the information contained in the entity registration.

Designation of Entity Administrator

I, [Insert Name and Title of Signatory], the below signed individual, hereby confirm that the appointed Entity Administrator is an authorized officer, agent, or representative of the Entity. This letter authorizes the appointed Entity Administrator to manage the Entity's registration record, its associated users, and their roles to the Entity, in the System for Award Management (SAM).

Entity Covered by this Letter DUNS Number:______________________________________ Legal Business Name:________________________________ Physical Address:____________________________________

Entity Administrator Contact Information Full Name:________________________________________ Phone Number:____________________________________ Email Address:____________________________________ *The Entity Administrator must have an individual user account in SAM associated with the email address listed.

Account Administration Preference (ONLY CHOOSE ONE)

You must choose ONE of the two following statements by checking the applicable box.

Remember, there is no cost to register in SAM -- it is free. However, if you choose to have a third-party agent administer your SAM registration, with or without an associated fee, you must check the Third-Party Agent Designation box below.

☐ Self-Administration Confirmation For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any third party to act on behalf of the Entity listed above. I have checked the Self- Administration Confirmation box to indicate that the designated Entity Administrator is not a third-party agent.

☐ Third-Party Agent Designation For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insert full name, phone number, address, and email address of the Third-Party Agent] (Designated Third-Party Agent) to act on behalf of the Entity listed above. This authorization permits the Designated Third-Party Agent to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein. I have checked the Third- Party Agent Designation box and completed the above information to indicate that the designated Entity Administrator is a third-party agent.

Attestation

I, the below-signed, attest to the following:

● All information contained in this letter is complete and accurate.

● The designated Entity Administrator listed above has an individual SAM User Accounts created with the email address provided in this letter.

Respectfully, [Insert Full Name of Signatory] [Insert Title of Signatory, e.g. Director of Contracting, Managing Partner, Vice President for Research, etc.] [Insert Email of Signatory] [Insert Entity Legal Business Name] [Insert Entity Physical Address]

///////////////////////////////////////////////////////////////END OF LETTER TEMPLATE //////////////////////////////////////////////

Make sure that SAM states “SUBMITTED” as status. This means everything is completed and the data will be validated before becoming “active”. If a status of “WORK IN PROGRESS” is showing, this means that you have not completed everything yet.

For questions about the registration, please contact Contract Specialist POC reflecting on top of the informational document or click on SAM HELP.

Registration is only valid for one year. Several weeks before expiration, you will be notified by SAM in order to renew/update your registration.

German Version/Deutsche Version: (Courtesy Translation)

Um die SAM Registrierung zu erstellen, brauchen Sie eine D&B DUNS Nummer und einen NATO Cage Code

(NCAGE):

Für Deutschland: DUNS: http://www.bisnode.de/product/db-d-u-n-s-nummer/ Kundenservice: Tel.: 06151-1375789 Fax: 06151-1375675

NATO Cage: LogKdo Brueckberg Kaserne, Luisenstr. 109 (Geb U9/Rm 204) 53721 Siegburg Hr. Mueller, Tel.: 02241- 991643 ncbge-ncage@bundeswehr.org Oder logkdobwncbge@bundeswehr.org

Fuer weitere Information, bitte unter https://www.nato.int/structur/AC/135/main/links/contacts.htm .

Desweiteren koennen (N)CAGE codes auch online beantragt werden auf folgender Websteite:

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

Wie man sich in SAM registriert:

1. Gehen zu der SAM Website: https://www.sam.gov

2. Klicken Sie auf “Create an Account”(bitte Individual account auswaehlen!)

3. Wenn Sie aufgefordert werden, geben sie die DUNS Nummer ein und klicken auf “Submit”.

4. Stellen Sie alle vorgeschriebenen Informationen und alle anwendbaren wahlweise freigestellten

Informationen zur Verfuegung.

Nicht-US firmen (Firmen die keinen Sitz in den Vereinigten Staaten von Amerika haben und auch dort keine Steuern bezahlen) duerfen KEINE Daten in den Feldern TIN (Steuernummer) oder Bankverbindungen eingeben, da diese Daten nur auf das US System abgestimmt sind!

SAM TEMPLATE für „Nicht – US Firmen“ (Firmen die keinen Sitz in den Vereinigten Staaten von Amerika haben und auch dort keine Steuern zahlen):

1. Benutzen Sie obiges Template (nur in englisch) um formal einen „Entity Administrator“ (Object/Firmen Administrator) für ein Firma ohne U.S. Bankinformationen zu ernennen.

2. Vervollständingen Sie das template (in Englisch).

3. Drucken Sie den Brief mit dem Briefkopf Ihrer Firma. Wenn Sie keinen Briefkopf haben, drucken Sie den Firmennamen und die Anschrift oben auf den Brief.

4. Unterschreiben Sie den Brief. Stellen Sie sicher, dass die Persons, die unterschreibt, unterschriftsberechtigt ist.

SEHR WICHTIG !!!

5. SCANNEN SIE DEN VOLLSTAENDIGEN AUSGEFUELLTEN UND UNTERSCHRIEBENEN BRIEF

EIN UND SENDEN DIESEN AN DEN „FEDERAL SERVICE DESK“ (https://www.fsd.gov – Web Form – Register for a NEW FSD.gov account; wenn account aktiviert ist koennen sie unter „my account“ einloggen und ein online „helpdesk ticket“ aufmachen.) INDEM SIE EIN TICKET EROEFFNEN.

IHRE REGISTRIERUNG WIRD DANN TEMPORAER FUER 45 TAGE AKTIVIERT.

6. SENDEN DES BRIEFES PER POST.

DER ORGINALBRIEF MUSS INNERHALB VON 45 TAGEN NACH DER REGISTRIERUNG BEI DER

„FSD“ ADRESSE (SIEHE ENGLISCHEN TEXT) ANKOMMEN, DA SONST DIE TEMPORAERE

AKTIVIERUNG AUSLAEUFT UND IHRE FIRMA WIEDER DEAKTIVIERT WIRD.

Stellen Sie sicher dass SAM den Status „SUBMITTED“ anzeigt. Das bedeutet, dass alles vollstaendig ist und die daten validiert werden, bevor Ihre Registrierung „ACTIVE“ wird. Sollte der Status „WORK IN PROGRESS“ anzeigen, bedeutet das, dass nicht alles vervollstaendigt wurde.

Bei Fragen zwecks der Registrierung, kontaktieren Sie ihren Ansprechparter im US Einkausbuero (siehe RCO POC oben) oder benutzen sie die SAM HELP function auf der Webseite.

Die Registrierung ist nur 1 Jahr gueltig. Mehrere Wochen for Ablauf, werden Sie von SAM wegen Erneuerung/Update per e-mail erinnert.

WIDE AREA WORKFLOW (WAWF)

What is WAWF? WAWF (also called iRAPT – Invoicing, Receipt, Acceptance and Property Transfer) is a convenient online solution that allows vendors to electronically submit invoices and receiving reports; allows the Government to perform inspection and acceptance of goods and services, and interfaces with payment systems to receive transactions electronically.

With WAWF, Vendors Company can:

o Submit invoices and receiving reports real-time, directly via the Internet, or by using File Transfer Protocol or Direct Electronic Data Interchange.

o Be paid in a timelier fashion due to the reduction of lost or misplaced documents, and quicker document routing.

o Have total visibility of document status.

o Receive system-generated e-mails advising you of action taken by the government inspection and acceptance officials, or if an invoice is rejected.

HOW TO REGISTER IN WAWF

ALL vendors are encouraged to register in WAWF in order to process invoices electronically.

In order to register as a Vendor in WAWF, the Cage Code must be loaded and activated first.

The Cage Code is listed on page 1 of the contract or must be already available if SAM registration has been made.

Please don’t forget that the SAM Registration is only valid for one year and must be renewed annually.

The Electronic Business POC (EB POC) is listed in SAM.

The Vendor needs to either call the OGDEN Help Desk

- Commercial: 001-801-605-7095 or send an email to: disa.ogden.esd.mbx.cscassig@mail.mil

Telephone requests will be activated online. Email requests will be processed within 48 hours after receipt.

Please use the following template to email requests to WAWF customer support and fill in missing information with your company information.

To: disa.ogden.esd.mbx.cscassig@mail.mil

Subject: WAWF Cage Code Activation.

Ogden support: Please activate the following CAGE CODE in WAWF.

1. Cage Code:

2. EB POC's Name:

3. EB POC's email:

4. EB POC's Phone Number

After cage code is activated in WAWF, you must register as a Group Administrator (GAM), the Vendor Role to process invoices will be added by the help desk (for GAM’s only).

The Group Administrator administered and activate/deactivate the Vendor WAWF user accounts. If the GAM is not the EBPOC, an Appointment Memo needs to be prepared, signed by the EBPOC and attached to the online registration.

Registration website: https://wawf.eb.mil/

Online training is available at: https://wawftraining.eb.mil

NOTE: Before you submit your invoices via WAWF, please make sure, that the COR/POC is registered and activated in WAWF, otherwise your invoice will not be paid.

Also, if you need assistance in registering or training, please contact Ms. Barbara Farago, Telephone: 09641-83-8479, Ms. Monika Arbogast, Telephone: 09641-83-7323 or Ms. Bettina Yarbrough, Telephone: 09641-83-6517.

Step by Step screen shots for registering as GAM, Vendor, how to activate a Vendor Account as a GAM, how to process an invoice 2in1 (services only), a Combo (invoice for supply/equipment) and a construction invoice are available and can be requested by above stated personnel.

VENDOR REGISTRATION: GROUP ADMINISTRATOR

(NOTE: Group administrator has to be identical with the registered SAM Electronic Business POC)

*indicates mandatory field

First Name* Last Name* Commercial Telephone* Hans Mustermann 011 -49 – 9123 – 45678

Rank/Grade (Mandatory for Government users)

Organization* Hans Mustermann GmbH

E-mail Address* hans.mustermann@mustermann.de Confirm E-mail Address* hans.mustermann@mustermann.de

Title* (i.e. Director, Owner, Manager or similar)

Click on continue

Logon Method* (click on User ID and Password) click on continue

User ID* hansmustermann (self-created) click on continue

User Profile click on edit and fill out all mandatory fields

User Authentication click on edit and assign your USER ID and password

User Security questions click on edit and choose your questions and answers

Administrative user roles click on add and select Group Administrator – Group name is your CAGE code – click on save

NOTE: It is mandatory for ALL vendors to have a Group Administrator (GAM) to provide user activation and maintenance for your company!! Instructions for the vendors are under box “New User?” click on “Vendor – Getting Started Help” and “Step 6: Designate a Group Administrator (GAM) for your company. (Mandatory step – there must be a GAM registered).”

Verify if input is correct (if not, click on edit and change)

CLICK REGISTER

The Ogden Help Desk will activate the account and an email notification will be send. After activation the GAM is able to approve all other WAWF registrations from your company.

VENDOR REGISTRATION: VENDOR (process of invoices)

Registration process is the same as for the GAM, but instead of the Administrative user role - the Vendor User Role needs to be selected.

Vendor user Roles click on add and select Vendor – Location Code is your CAGE code – click save click on add again and select Vendor View Only – Location Cade is your CAGE code – click save

Verify if input is correct (if not, click on edit and change)

CLICK REGISTER

NOTE: The Group Administrator will receive an email that a new user registered. Account can be activated by the

GAM.