52.204-13
System for Award Management Maintenance
Contractors must maintain accurate, current, and active SAM registration throughout contract performance, promptly updating information and notifying the government of any changes to ensure compliance and avoid payment disruptions.
Overview
FAR 52.204-13 requires contractors to maintain accurate and current registration in the System for Award Management (SAM) throughout the life of a federal contract. This clause outlines the definitions, timing, and procedures for registration, updates, and notifications related to SAM, including requirements for changes in business name, assignment of claims, and unique entity identifiers. The regulation ensures that the government has reliable contractor data for payment, compliance, and transparency purposes.
Key Rules
- Initial and Ongoing SAM Registration
- Contractors must be registered in SAM within 30 days of award or before submitting the first invoice (whichever is earlier) if not registered at award, and must maintain active, accurate, and complete registration throughout contract performance and until final payment.
- Annual Review and Update
- Contractors are required to review and update their SAM information at least annually to ensure data remains current, accurate, and complete.
- Notification of Name or Ownership Changes
- Contractors must notify the Contracting Officer in writing at least one business day before changing their business name in SAM or transferring contract assets, and must comply with FAR subpart 42.12 for novation or change-of-name agreements.
- Assignment of Claims
- Contractors cannot change SAM payment information to reflect an assignee; assignees must register separately in SAM.
- Unique Entity Identifier Maintenance
- Contractors must maintain and communicate any changes to their unique entity identifier within 30 days to the Contracting Officer.
Responsibilities
- Contracting Officers: Validate contractor SAM data, process notifications of changes, and ensure contract modifications reflect updated information.
- Contractors: Register and maintain accurate SAM records, notify of changes, comply with annual update requirements, and follow procedures for name/ownership changes and assignments.
- Agencies: Rely on SAM data for payments, compliance, and exclusion checks.
Practical Implications
- This clause ensures the government can reliably process payments and verify contractor eligibility. Failure to maintain SAM registration or provide timely updates can result in payment suspension or contract compliance issues. Contractors must be diligent in updating SAM records and communicating changes to avoid administrative or financial disruptions.