Editorial · March 3, 2013
SAM registration federal contracts: a step by step guide
The SAM registration federal contracts require is free, and in nearly every case you must finish it before an agency can award you a contract. SAM is the System for Award Management, the federal government's main list of businesses that sell to it. A new record averages 7 to 10 business days to process, so start before you bid.
What SAM is and why buyers check it
SAM is a free website that the General Services Administration (GSA) runs. In July 2012 it replaced Central Contractor Registration (CCR), the Online Representations and Certifications Application (ORCA), FedReg and the excluded parties list. If your firm was in CCR, your record moved over, but your old login will not work.
Buyers check SAM because the rules require it. The Federal Acquisition Regulation (FAR) says a contracting officer must verify that a prospective contractor is registered before awarding a contract or agreement. The officer should look you up by DUNS number. Subpart 4.11 still uses the old CCR name, but the data now sits in SAM. A few cases are exempt, such as small purchases made and paid for with a government card.
The FAR also tells agencies not to award to firms that are debarred or suspended, unless an agency head finds a compelling reason. Those firms are on the excluded parties list, which now lives in SAM too. The SBA adds that agencies and contractors search SAM for firms by size, location, experience and ownership.
What to gather before you start
- A DUNS number. Dun & Bradstreet issues this nine-digit ID, and you cannot start without it. It is free for firms that work with the government and usually arrives in one to two business days when you ask online. Each physical location gets its own.
- Your tax ID. This is your TIN or EIN. The IRS checks it during registration.
- Your NAICS codes. These six-digit codes describe your line of work. SAM lets you search for them by number or keyword. The SBA says to list every code that fits.
- Your size facts. For most industries, SAM asks for your three-year average receipts and your 12-month average headcount, counting affiliates. It then shows whether the SBA counts you as small for each code. The contracting officer makes the final call.
- Your bank details. SAM requires them from U.S. firms.
- Contact emails. The primary contact gets the renewal reminders, so choose an address that more than one person can read.
The steps, in order
- Request a DUNS number if you have none. Dun & Bradstreet takes requests through a web form for federal registrants, and by phone.
- Create a user account at sam.gov. Click Create an Account and follow the link SAM emails you. Firms that were in CCR need a new account too, and they link it to their moved record when it is time to update or renew.
- Log in and choose Register New Entity. Your DUNS number comes first.
- Fill in the sections: Core Data (your business details and bank information), Assertions (NAICS codes and size go here), Representations and Certifications, and Points of Contact. With your items on hand, the form takes about 30 minutes, depending on the size and complexity of your firm. The certifications are statements about your firm, so answer with care.
- Submit and wait. New records average 7 to 10 business days. Before the record goes active, SAM checks your tax ID with the IRS and your CAGE code with the Defense Department. A U.S. firm does not need a CAGE code to begin, since the Defense Logistics Agency assigns one during registration. If the status still reads Submitted after 14 business days and nobody has asked you to fix something, contact the Federal Service Desk.
- Check the result. Search for your firm on sam.gov. Active means you are fully registered, and SAM also sends an email when the record goes active.
How to keep your record active
Renew at least every 12 months, counting from the last time you certified and submitted. Update the record sooner if your details change. SAM emails the primary contact 60, 30 and 15 days before the record expires. An expired record can hold up awards and payments, and the FAR text for bidders expects you to stay registered through final payment.
Updating your user account does not renew anything. You have to edit the entity record tied to your DUNS number. Expect a password prompt too, because SAM asks for a new password after 180 days.
Mistakes that cost small firms time
- Register before you bid. If you wait until you win, the contracting officer can give you a deadline or move on to the next registered bidder.
- Do not plan around the 48 hour line. The standard FAR text for bidders still says processing normally takes 48 hours, but the Federal Service Desk says a new SAM record averages 7 to 10 business days.
- Enter your information completely and accurately. The wait can run longer if the IRS or Defense Department checks flag your information for manual validation.
Get help from the Federal Service Desk at fsd.gov or 866-606-8220, Monday to Friday, 8 am to 8 pm Eastern. The desk says most people phone, which can mean longer waits, and that you may get quicker service from its Ask a Question form. The Help tab on sam.gov also holds a full user guide, quick start guides and helpful hints. For local advice, try an SBA district office, a SCORE chapter or a Small Business Development Center.