Overview
This section outlines the mandatory steps a Contracting Officer (CO) must take to verify a contractor's registration in the System for Award Management (SAM) during the solicitation, award, and payment phases of an acquisition.
Key Rules
- Timing of Verification: Unless an exemption applies, the CO must verify that an offeror or quoter is registered in SAM at the exact time the offer or quotation is submitted.
- Verification Method: COs should use the Unique Entity Identifier (UEI) to check registration status via SAM.gov or authorized agency-specific procedures.
- Order-Level Exception: Verification is not required before placing an order or call against an existing agreement if the contract already includes FAR 52.204-13 (SAM Maintenance), unless the Governmentwide commercial purchase card is the payment method.
- Emergency Award Timeline: For awards made under specific exemptions (e.g., unusual or compelling urgency), contractors must be registered within 30 days of award or three days before the first invoice, whichever is earlier.
- Payment Office Coordination: The CO is responsible for providing the contractor's UEI and any applicable Electronic Funds Transfer (EFT) indicator to the payment office on all contractual documents.
- Data Protection: Agencies are legally required to prevent the improper disclosure of sensitive information contained within the SAM database.
Practical Implications
- Contractors must ensure their SAM registration is active and accurate prior to submitting a bid, as a lapse in registration at the time of submission can lead to a determination of non-responsibility.
- The UEI serves as the critical link between procurement and finance; errors in this identifier on contractual documents can result in significant payment delays or misdirected funds.