52.204-13
System for Award Management Maintenance
Keep your SAM registration active, accurate, and aligned with your contract records at all times, because outdated or improper SAM data can delay payment and create contract administration problems.
Overview
- FAR 52.204-13 requires contractors to obtain, maintain, and keep current an active registration in the System for Award Management (SAM) throughout contract performance and until final payment. Its purpose is to ensure the Government can rely on accurate contractor identity, payment, and representations data.
- The clause also addresses what happens when a contractor could not register before award, and it sets special rules for name changes, asset transfers, assignments of claims, and changes to the unique entity identifier.
Key Rules
- SAM registration and timing
- If the solicitation used 52.204-7 Alternate I and the contractor could not register before award, the contractor must register in SAM within 30 days after award or at least 3 days before the first invoice, whichever comes first.
- Maintenance of active SAM status
- The contractor must maintain SAM registration during performance and through final payment of the contract or related agreement. Registration must remain current, accurate, complete, and active, with annual review and updates.
- Name changes, novation, and payment data controls
- Before changing a legal or DBA name in SAM when novation or change-of-name actions are still pending, the contractor must give the Contracting Officer at least one business day’s written notice, provide supporting documentation, and follow the CO’s timeline. Contractors also may not change SAM payment information to reflect an assignee; assignees must register separately.
- Unique entity identifier changes
- Contractors must maintain their unique entity identifier with the designated entity and notify the Contracting Officer within 30 days of any change so the contract can be modified.
Responsibilities
- Contracting Officers: monitor SAM status, address name/identifier changes through proper contract administration, and issue modifications when needed.
- Contractors: keep SAM active and accurate, complete annual updates, notify the CO of certain changes, and avoid improper payment record changes.
- Agencies: rely on SAM for validated contractor data, including TIN validation and payment-related information.
Practical Implications
- This clause exists to protect the Government from payment errors, identity mismatches, and improper contract administration.
- In practice, expired or inaccurate SAM records can delay invoices, trigger payment suspension under EFT clauses, and complicate novation, change-of-name, or assignment-of-claims situations.
- A common pitfall is treating a SAM update as a substitute for a formal contract modification; it is not.