Policy
SAM registration is mandatory for most federal contract offers and quotations, with limited exceptions, and contractors must keep their SAM information accurate and up to date to avoid payment or compliance issues.
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 to meet annual representations and certifications requirements. There are specific exceptions, such as certain micro-purchases, classified contracts, contracts awarded during military, diplomatic, or emergency operations, contracts with individuals outside the U.S., urgent non-competitive awards, and some foreign vendor actions. Contracting officers are encouraged to require SAM registration for contracts awarded under exceptions when practical. The regulation also mandates that contracting officers use the legal business name and address from SAM for contract identification and prohibits altering SAM data. Contractors must notify the contracting officer of legal name changes and comply with novation or change-of-name requirements. Assignees must register separately in SAM, and improper changes to payment information can result in payment suspension.
Key Rules
- SAM Registration Requirement
- Offerors and quoters must be registered in SAM at the time of offer/quotation, with specific exceptions listed.
- Exceptions to SAM Registration
- Includes micro-purchases with purchase cards, classified contracts, certain overseas and emergency operations, contracts with individuals outside the U.S., urgent non-competitive awards, and some foreign vendor contracts.
- Use of SAM Data
- Contracting officers must use the legal business name and address from SAM for contract documentation and cannot alter this data.
- Notification of Name Changes
- Contractors must notify the contracting officer of legal name changes and comply with FAR subpart 42.12 for novation or change-of-name agreements.
- Assignment of Claims
- Contractors cannot change payment information in SAM to reflect an assignee; assignees must register separately.
Responsibilities
- Contracting Officers: Ensure offerors/quoters are registered in SAM, use SAM data for contract documentation, require SAM registration for exceptions when practical, and enforce notification and novation requirements.
- Contractors: Register in SAM, notify contracting officers of legal name changes, comply with novation/change-of-name procedures, and avoid improper changes to payment information.
- Agencies: Oversee compliance with SAM registration and data integrity requirements.
Practical Implications
- This section ensures the integrity and traceability of contractor information for federal contracts, streamlining compliance and payment processes. Failure to register or update information properly can delay awards or payments. Contractors should maintain accurate SAM records and promptly communicate changes to avoid compliance issues.