U.S. Department of Agriculture Agricultural Marketing Service Commodity Procurement Program Notice to the Trade Change in System for Award Management (SAM) Registration Requirements & Related Delays The System for Award Management (SAM) recently changed its registration requirements for both new and renewing entities. In addition to entering or updating online records, a notarized letter must now be submitted for review before a registration will be activated. The letter must be an original, signed and notarized, and identify the authorized Entity Administrator for the entity associated with the Data Universal Numbering System (DUNS). The General Services Administration, which administers the SAM system, added this requirement to safeguard registrants against fraudulent activity that has recently occurred, and is under active investigation. Instructions on submitting a notarized letter to SAM can be found on SAM's homepage. With the new requirements, registration approval and renewals may take weeks. Therefore, we recommend beginning the renewal process as early as possible, and at least 60 days before your registration expires. USDA also recommends that vendors retain copies of their notarized letters and evidence of its submission to SAM. This will assist the Contracting Officer in ascertaining if your firm has made a good faith effort to meet the new requirements. Vendors are reminded that a current SAM registration is required to be eligible for award and to receive payment under USDA/AMS procurements. Please see specific guidance provided in solicitations or contact the applicable contracting officer. Please remember that SAM.gov is not affiliated with the USDA and is a Government-wide website not maintained by our Agency. If you have any questions regarding access or how to use SAM, please contact their help desk at 866-606-8220, option #1. If you have any other questions or concerns, please contact Andrea Lang, AMS Small Business Coordinator, at (202) 720-4237 or at
[email protected]. Thank you. David Tuckwiller Director The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form (PDF), found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at
[email protected].