Key takeaways
- SAM.gov is the US federal government's registration system. Registering is free; ignore any company that asks you to pay a SAM.gov fee.
- To bid on federal contracts, choose the All Awards registration. A non-US company must get an NCAGE code from the NATO Support and Procurement Agency first.
- Your Unique Entity ID (UEI) is assigned by SAM.gov during registration. You don't need a US tax ID unless you pay US taxes.
- Registration must be renewed every year.
- Most state and local governments don't use SAM.gov. They have their own vendor registration.
Do you need SAM.gov?
You need an active SAM.gov registration to win a contract directly from a US federal agency, and to apply for federal grants. You don't need it to sell to a state, city, school district or utility spending its own money, or to sell to a federal agency through a reseller that holds the contract. Even then, a few buyers and prime contractors ask for a UEI, so many companies register anyway.
Before you start
- Your legal business name and physical address, exactly as they appear in your official company registration documents. Every system must match.
- A login.gov account for the person registering, used to sign in to SAM.gov.
- An NCAGE code if you're registering for All Awards (see step 2).
- Documents that prove your entity exists, such as a certificate of incorporation, in case SAM.gov's entity validation asks for them.
- Your industry codes: the NAICS codes for what you sell, and product and service codes.
- Points of contact for the registration, including who will be the Entity Administrator.
Step by step
- Choose your registration purpose. SAM.gov offers two: Financial Assistance Awards, for grants and loans only, and All Awards, which lets you bid on contracts as well. To sell to federal agencies, choose All Awards.
- Get an NCAGE code. The NCAGE code is the international version of the CAGE code that US companies get. Request one from the NATO Support and Procurement Agency through its NCAGE request tool, or through your country's national codification bureau if you're in a NATO country. Since late 2022, registrations for financial assistance only, not from the Defense Department, no longer need one; contract registrations still do.
- Start your registration in SAM.gov and validate your entity. SAM.gov checks your legal name and address against outside sources and assigns your Unique Entity ID. If the automated check can't match your details, you'll be asked to upload documents.
- Complete the registration. For All Awards that means core data (including your NCAGE code), assertions such as your NAICS codes, representations and certifications, and points of contact.
- Tax information. SAM.gov asks for a US Taxpayer Identification Number only if your entity pays US taxes. If it doesn't, leave those fields blank.
- Submit and wait. Processing can take several weeks, longer if entity validation needs documents. In some cases, such as a registration with no existing administrator, SAM.gov asks for a signed Entity Administrator appointment letter; templates are on FSD.gov.
After you register
- Renew every year. Registrations expire after 365 days. An expired registration can stop payments and new awards, so set a reminder well before the date.
- Keep details consistent. If your company name or address changes, update your NCAGE record and SAM.gov together.
- Check your country of origin rules. Being registered doesn't make a product eligible. See Buy American vs. BABA vs. TAA.
- Get help for free. The Federal Service Desk at FSD.gov answers SAM.gov questions at no charge, including for international registrants.
State and local registration
State agencies, counties, cities, school districts and utilities each run their own vendor registration, usually through a state or local procurement portal. Most ask for your company details, the commodity codes for what you sell, banking information for payment and a tax form. US companies give a W-9; foreign companies usually give an IRS W-8 form instead. Some also require a certificate of insurance or a registration to do business in their state before you can sign a contract.
Start with the portals for the states you're targeting. See our state procurement portals and our vendor registration checklist.
Common mistakes
- Paying for registration. SAM.gov is free. Companies that offer to register you for a fee aren't the government.
- Names that don't match. A different spelling or address format between your NCAGE record and SAM.gov is the most common cause of delays.
- Choosing the wrong purpose. A financial assistance registration doesn't let you bid on contracts.
- Letting it lapse. Renew before the 365 days are up.
- Registering before you've picked your buyers. Registration is necessary but it doesn't create demand. Know which agencies buy your product first.
Sources
- SAM.gov, Entity registration
- Federal Service Desk (FSD.gov), including the Quick Start Guide for International Registrations
- NATO Support and Procurement Agency, NCAGE request tool
- GSA notice: Federal government is reducing the number of new entities required to obtain a CAGE code for SAM.gov registration (November 2022)
General information, not legal or tax advice. SAM.gov's screens and requirements change; follow the current guidance on SAM.gov and FSD.gov.