A Guide to the SAM Renewal Process

If you want to do business with the federal government, it is necessary to register within the System for Award Management (SAM). Is it time to renew your SAM registration? Or are you unsure how often SAM registration must be renewed? In this article, we discuss the requirements and how to go about the SAM renewal process:

• How often do I need to renew a SAM registration?
• How do I check my current SAM registration?
• 3 pointers for SAM.gov registration renewal
• SAM renewal process: How to renew SAM registration
• SAM registration renewal expertise for better results

How often do I need to renew a SAM Registration?

At least every year, you need to re-validate and renew your SAM registration within the system. That means you typically have 365 days from the most recent date you registered your organization. However, if any of the details for your company change during the year, you must update SAM registration right away.

How does DUNS relate to SAM? SAM information must match what is in DUNS. That system is used to validate original registrations and any updates. (See the process section below.)

While registration and renewal are not excessively complicated, the way that you register, renew, and present yourself within SAM is critically important. Not only must your registration remain active to get government contracts, grants, and other awards – but also, much of the value of SAM is as a marketing tool to introduce your organization to the government and other contractors.

For that reason, you may choose to skip the DIY route and work with SAM registration and renewal experts. These professionals validate everything and guide you in who to contact, what to say, and what to send them. Additionally, you get strong third-party support rather than having to find solutions through the Federal Service Desk (FSD) if you have any issues.

How do I check my current SAM Registration?

Do you not know if you need to renew SAM registration? Are you unsure if you are registered at all? Or do you simply want to see how your record appears in the public database? In any of those cases, you need to know how to view your entity (the term used within SAM for any organization or company within its database). There are three different processes for viewing records, based on your registration circumstances, as follows:

Scenario 1: You were previously elected for public registration, and it is currently live.

1. Go to www.sam.gov.
2. Click on “Search Records” at the top left.
3. Search the records using your Entity Name, DUNS Number, or CAGE Code.

Scenario 2: You previously elected for public registration, but your registration has expired.

1. Go to www.sam.gov.
2. Click on “Search Records” at the top.
3. Click on “Advanced Search – Entity” at the right.
4. Look for the “Registration Status” line. Click the “Inactive” checkbox.
5. Click the “Entity” checkbox.
6. Search the records using your Entity Name, DUNS Number, or CAGE Code.

Scenario 3: You previously declined inclusion in public search.

While you cannot view your record in the public database, in this case, you can view your privately listed registration information as follows:

1. Go to www.sam.gov.
2. Log in with your username and password.
3. Migrate your roles.
4. Click “Register/Update Entity.”
5. Click “Complete Registrations.”

 

3 pointers for SAM.gov Registration renewal

Here are three key points to keep in mind during the SAM registration renewal process:

1. You have to review and update your record in a single computer session.
2. You must validate that all data is correct on a series of pages.
3. If Reps & Certs (formerly ORCA) are necessary for your registration, you must check the “Review Reps & Certs” page to certify that information is correct.

SAM renewal process: How to renew SAM Registration

The SAM renewal process allows you to update or renew your entity within SAM. Proceed as described below, per the US General Services Administration:

1. Go to www.sam.gov.
2. Enter your login credentials.
3. Click on “Register/Update Entity.”
4. Click on “Complete Registrations.” (Use “Incomplete Registrations” if your registration is incomplete.)
5. Click on the organization you want to renew or update within the panel entitled “Entity List.”
6. Within the “Registration Details” panel that populates, click on “Update Entity.”
7. Fill in “Purpose of Registration” (which does not need to be repeated).
8. Look at the “Core Data,” checking it and making any updates.
   1. DUNS data: Go to https://fedgov.dnb.com/webform/ to update DUNS. Once you have completed the updates, go to the “Verify DUNS Information” page within SAM and click “Refresh D&B Data.”
   2. IRS Consent Information: This step can be skipped for international registrations.
   3. Business Information: These details include your TIN.
   4. CAGE or NCAGE Code
   5. Executive Compensation
   6. General Information: These elements include your organizational structure and type of business.
   7. Financial Information: These details allow for Electronic Funds Transfer (EFT).
   8. Proceedings Details
   9. Information Opt-Out: Choose whether you want your information displayed publicly.
9. Review the “Assertions”: Check them and make any updates (which can be skipped if you only want grants).
   1. Goods and Services — A primary NAICS should be selected.
   2. Size metrics
   3. (Optional) Disaster Relief Information
   4. (Optional) EDI Information
10. Assess the “Representations and Certifications”: Checking them and making any updates (which you can also skip if you are purely interested in grants).
    1. FAR Responses
    2. DFARS Responses
    3. Architect-Engineer Responses
11. Look at the “Points of Contact.” Delete any information within the optional POC fields that is no longer relevant.
12. (Small businesses only)Go to the “SBA Supplemental” page and apply for certification as a small business. Alternatively, assess and make updates to your SBA Dynamic Small Business Search (DSBS) information.
13. Click on “Submit.”
14. Wait for confirmation. You will receive an email when your new, updated registration is live. However, it may not become active and overwrite the old information for 3 to 5 business days if it needs to be revalidated against CAGE or IRS data.

SAM Registration renewal expertise for better results

As you can see, SAM.gov is cumbersome and takes several hours. While the process is easy, it takes several hours and is often not completed properly by those doing it on their own. Select GCR includes the SAM registration at no charge with most of our marketing programs. Contact us today to discover how we can help you.