Policy
SAM registration is mandatory for most offerors and quoters at the time of offer, with specific exceptions, and strict procedures apply for contractor information changes and payment assignments.
Overview
FAR 4.1102 establishes the policy that offerors and quoters must be registered in the System for Award Management (SAM) at the time of offer or quotation submission, except for specific exemptions such as certain micro-purchases, classified contracts, urgent or emergency operations, and some foreign contracts. The section also details requirements for using SAM data in contract documentation, procedures for contractor name changes, and rules regarding assignment of claims and payment information. Contracting officers are responsible for ensuring compliance and may need to modify contracts to require SAM registration when practical. Contractors must notify contracting officers of legal name changes and comply with novation and change-of-name procedures, and assignees must register separately in SAM.
Key Rules
- SAM Registration Requirement
- Offerors and quoters must be registered in SAM at the time of offer/quotation, with specific exceptions listed.
- Exemptions from SAM Registration
- Exemptions include certain micro-purchases, classified contracts, urgent/emergency operations, some foreign contracts, and contracts with individuals outside the U.S.
- Use of SAM Data
- Contracting officers must use the legal business name and address from SAM for contract documentation and cannot alter this data.
- Contractor Name Changes
- Contractors must notify the contracting officer in writing before changing their name in SAM and comply with FAR subpart 42.12 for novation/change-of-name agreements.
- Assignment of Claims
- Contractors cannot change payment information in SAM to reflect an assignee; assignees must register separately in SAM.
Responsibilities
- Contracting Officers: Ensure offerors/contractors are registered in SAM, use SAM data for contract documents, modify contracts as needed, and enforce compliance with name change and assignment rules.
- Contractors: Register in SAM, notify and provide documentation for name changes, comply with novation/change-of-name procedures, and avoid unauthorized changes to payment information.
- Agencies: Oversee compliance and ensure proper use of SAM data in contracting processes.
Practical Implications
- This section ensures transparency, accountability, and accurate contractor identification in federal procurement. Failure to comply can result in payment suspension or contract issues. Contractors must maintain up-to-date SAM records and follow proper procedures for changes, while contracting officers must verify and enforce these requirements.