By Mark G. Mills, PTAC Program Director at North Carolina State University
The General Services Administration (GSA) has announced that fraudulent activity has allegedly taken place within the System for Award Management (SAM). SAM is the federal government’s vendor database. It also contains links to several other contract-related functions. Existing SAM registrants are being advised to validate their registration information, particularly their financial information. If an entity’s financial information in SAM — particularly bank routing information — has been exposed, it is possible for contract payments to be diverted. Until SAM’s data breach issue is settled, it is going to be particularly difficult for new vendors to register in SAM.
The Federal Service Desk advises that a new entity registering in SAM at www.sam.gov is now required to prepare and submit a notarized letter identifying the authorized Entity’s Administrator before the entity will be activated within the SAM database.
As specified by GSA the letter must address the following:
- Be on your company/organization letterhead
- Be signed by your company President, CEO, or other authorized signature authority
- Contain your company/organization DUNS Number
- Contain your company/organization Legal Business Name (as associated with the DUNS Number)
- Contain your company/organization physical address (as associated with the DUNS Number)
- Contain the new Entity Administrator’s name, phone number, address, and email address
Contain the following statement above the signature block of your letter with the appropriate information inserted where noted: “The purpose of this notarized letter is to designate [insert name of Entity Administrator] as Entity Administrator for [insert Legal Business Name]. I, [insert Name and Title of signatory], hereby confirm that [insert name of Entity Administrator] is an authorized officer, agent, or representative of [insert entity Legal Business Name, or, for individuals representing themselves, say him/herself]. This letter will authorize [insert name of Entity Administrator] to have access to the System for Award Management (SAM). SAM is a computer system managed by the U.S. Government, and it is only accessible by individuals who are either authorized to represent a particular entity, or by individuals representing themselves. Accessing or using SAM, or information contained therein, for any unauthorized or illegal purposes, may have civil and criminal penalties, and may negatively impact the status of the SAM registration maintained on this entity. I, the below-signed, attest to the accuracy of all information contained in this letter.”
Vendors are reminded that there is no cost to register in SAM — it is free.
You must mail the original letter, signed by the Notary, to:
FEDERAL SERVICE DESK
ATTN: SAM.GOV REGISTRATION PROCESSING
100 CAPITOL COMMERCE BLVD STE 309
MONTGOMERY, AL 36117-4260