Author: Joe Klein

In order to bid on federal contracts, receive payments, or access federal funds, all entities must undergo a SAM registration. This requirement applies to a diverse range of organizations, including for-profit businesses, nonprofits, government contractors, government subcontractors, state governments, and local municipalities. Ensure compliance and unlock opportunities in the federal sector by completing your SAM registration today.

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Exclusion Records: An exclusion record refers to the identification of parties excluded from receiving federal contracts, specific subcontracts, and certain types of federal financial and non-financial assistance and benefits. Exclusions are commonly known as “suspensions” and “debarments.” When reviewing SAM records for federal award eligibility, carefully assess the nature and effect language on each exclusion record to determine its applicability to the intended award.

Classifications: SAM’s exclusion records fall into four classification types:

• Individual
• Firm
• Special Entity Designation
• Vessel

Note: Searching for a specific classification, such as “Firm,” may potentially exclude results classified under other categories.

Searching by UEI or CAGE Code: SAM.gov may not have the Unique Entity Identifier (UEI), currently the DUNS, or CAGE code on file for all Firm Exclusion records. Consequently, relying solely on a search using these fields may not yield satisfactory results. It is recommended to perform an additional name search if no matches are found using the UEI or CAGE code.

How to Search Exclusion Records: To search for exclusion information in SAM.gov, follow these steps:

1. Click on the “SEARCH” option in the menu.
2. Under the “Select Domain” section in the filters, choose “Exclusions.”
3. The page will refresh, displaying exclusions content, and the filters will adjust to the available options within this domain.
4. Select the desired category to filter your results.

Note: Using the search bar at the top of the page will initiate a new search and remove any existing filters applied to your results.

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SAM’s notarized letter requirement has undergone a recent change. Previously, all registration and renewal applications necessitated a notarized letter. However, the rule now applies only to those who haven’t submitted one previously. If you renewed your SAM registration since the introduction of this requirement in 2018 and already submitted a notarized letter, there’s no need for concern.

Key Information for Notarized Letters Although the information required for the notarized letter is not overly complex, it is crucial. Ensure that your notarized letter includes the following essential details:

1. Business UEI number
2. Business legal name
3. Business physical address
4. Entity Administrator’s full name
5. Entity Administrator’s phone number
6. Entity Administrator’s email address
7. Confirmation of self-administration or designation of a third-party agent
8. Signatory’s name
9. Signatory’s title
10. Signatory’s email address

Additionally, specific requirements regarding the notary’s seal vary depending on your state.

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Sole Proprietor in SAM

Registering in SAM requires a Taxpayer ID number, which can be either an EIN or a TIN. Sole proprietors have the option to use their social security number as well.

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