Registering in the System for Awards Management (SAM)

Our step by step guide to helping you register in SAM

How to use this guide

  1. Resize this screen so it fits on the left 1/3rd of your screen
  2. Click HERE to open up the registration
  3. Move the registration window so it takes up the remaining 2/3rds of your screen
SAM

Who will use this guide

  1. If you want to pursue an SBIR [For more information on SBIR for startups see HERE]

  2. If you want to pursue government contracts [For more information on starting a government contracting companies see HERE]

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1. Account creation (Login)

You should be seeing:

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DO NOT CLICK ON CREATE A USER ACCOUNT

DO NOT CLICK ON THAT

INSTEAD CLICK ON “LOG IN” IN THE UPPER RIGHT

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You should see:

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And click CREATE AN ACCOUNT AT THE BOTTOM:

 

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Enter your email and click SUBMIT

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You should receive an email to confirm that you own the email address you used. Click on the confirmation link in that email and a new SAM window will open resize it to fit your screen and continue

Choose a password and hit SUBMIT

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When you login to SAM you will need to enter a password and a confirmation code so select how they will send the code to you (I highly recommend choosing the phone option, its fast and convenient)

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Now enter the phone number they will send the code to:

 

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And that's it, you now have a login so go back to the SAM home page and login

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And enter your email and password and hit SIGN IN

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You should get a text message with your code, enter it and click SUBMIT

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The terms of service will pop-up and click ACCEPT at the bottom and you will be in the SAM console ready to register your business!

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2. Entity Registration and Registering a New Entity

You should be seeing:

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Click on Entity Registrations

Then select “Register New Entity” on the left

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When you click on REGISTER NEW ENTITY you will see:

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Go to the bottom and click START REGISTRATION

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A pop-up will come up and click CONTINUE:

The big takeaway here is that you want to have:

  • Your business name and address exactly as it was written other places

  • Your state business incorporation docs

  • Your IRS (generally your EIN) number

  • Corporate bank info (account #, routing #, etc)

  • Contact info for company officers

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3. Business type and purpose

You should be seeing:

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WHAT TYPE OF ENTITY ARE YOU REGISTERING: You are almost certainly registering as a “Business or Organization”

WHY ARE YOU REGISTERING THIS ENTITY TO DO BUSINESS WITH THE U.S. GOVERNMENT: Select the first one "I want to be able to bid on federal contracts or other procurement opportunities. I also want to be able to apply for grants, loans, and other financial assistance programs."

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Then hit next

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The next screen is just going to reiterate this info:

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Then hit NEXT

4. Core and DUNS info

You should be seeing:

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DUNS NUMBER: Hopefully you wrote this down, if not look in your email or log-in to the DUNS system

ENTITY NAME AND PHYSICAL ADDRESS: As always make sure you write it the same way that you did in other systems

Then hit NEXT and you will see a screen that compares what you entered to what SAM pulled from DUNS.

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If there are errors I recommend checking for:

  • Spaces at the beginning or end of the company name or address (in SAM or DUNS)

  • Variations between the name or address (e.g. one uses an abbreviation and the other doesn't, or a number is spelled out in one and not in the other)

If you need to make a change in DUNS go to that system and change it then click the REFRESH D&B DATA button in the upper right

Once everything matches hit SAVE AND CONTINUE

5. Basic business info

You should be seeing:

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BUSINESS START DATE:This date should be on the certificate of incorporation from your state

FISCAL YEAR END CLOSE DATE: Ask your accountant for this date, if you haven’t decided when to set your fiscal year we recommend listing the end of the calendar year (Dec 31st) or end of the government’s fiscal year (Sept 31st)

COMPANY DIVISION NAME: If there are no divisions in your company leave this blank

COMPANY DIVISION NUMBER: If there are no divisions in your company leave this blank

CORPORATE URL: Write in your company’s website address

CONGRESSIONAL DISTRICT: This should be autofilled, if not enter your zip code HERE

CREATE MPIN: Create a password that will be used for your electronic signature on the next page

PHYSICAL ADDRESS: Make sure it matches DUNS

MAILING ADDRESS: Self explanatory

TAXPAYER ID NUMBER (TIN): When you registered with the IRS they should have given you a TIN (for most of you this will be an Employer ID Number (EIN)).  If you need to register with the IRS click HERE 

TIN TYPE: For most of you this will be an Employer ID number (EIN)

TIN (EIN) NUMBER: Enter the number the IRS gives you

Then click SAVE AND CONTINUE

6. Tax info

You should be seeing:

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TAXPAYER NAME: This is the legal name of your company (make sure it matches with how you’ve written it in DUNS and with the IRS)

TAXPAYER ADDRESS: The address of your company as you entered it in DUNS and with the IRS

MOST RECENT TAX YEAR: If your company paid taxes last year put that year here, if you are new enter this year

INDIVIDUAL EXECUTING CONSENT: Your name

TITLE OF INDIVIDUAL: If you don’t have a title already give yourself one CEO or COO is safe or have fun with it: Sith Lord, Khal, Auror (just keep in mind your title will get published and potential teammates will judge you on your creativity and professionalism…

SIGNATURE: Your MPIN from the previous page

DATE: Auto populated by the system

Then hit SAVE AND CONTINUE

7. CAGE code

You should be seeing:

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DOES YOUR ENTITY ALREADY HAVE A CAGE CODE? Presumably the answer is no, when you compete the SAM registration your information will also be sent to the Defense Logistics Agency and they will assign you a CAGE code that you will get by email

CAGE CODE: WRITE THIS DOWN! You’ll be using it again

DETAILS RETURNED FROM U.S. CAGE DATABASE: As usual make sure this address matches what you’ve put other places

Then hit SAVE AND CONTINUE

8. Ownership details

You should be seeing:

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DOES ANOTHER ENTITY OWN OR CONTROL THE ENTITY YOU ARE REGISTERING? Basically the government wants to understand if people own the company you are registering or if another company/organization (especially a foreign one) owns/controls the company

So lets break this into a few pieces:

Test 1: Ownership:

If people own 100% the company being registered skip to Test 2

If another company owns even 1% of the company you are registering hit yes and fill out the information on the owner.  If yet another company owns your owner then you’ll have to report information on that company.  

Basically the government wants to know the actual people that ultimately have some ownership of your company.  This can get tricky fast so if you have highly layered ownership talk to a lawyer.

Test 2: Control

Control is a bit of a slippery concept but if there is a person/company/entity that has influence or otherwise has some control (even the perception of control) of the company you are registering report it.

Some typical examples are if another company is:

  • Owned by the same people as your company

  • Managed by the same people as your company

  • Owned by family members of the people that own/control your compnay

  • has shared facilities and/or equipment

  • Has common employees

The tests for control are fuzzy and you can find our more about it HERE but if in doubt report it.  

But if you are owned by people and there aren’t any other companies out there that you have super tight connections to yours put NO

Then hit SAVE AND CONTINUE

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9. Predecessor Details

You should be seeing:

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ARE YOU A SUCCESSOR TO A PREDECESSOR: First, lets all agree that the government gets an A+ for clarity on this one “successor to a predecessor…”  Good job writing this one government lawyers

What the government wants to know is whether the company you are registering bought a company that had federal contracts in the last three years

So here is the test:

  1. Has the company you are registering:

    1. Bought/acquired

    2. Merged or

    3. Acquired the assets of a company that had a federal contract in the last three years

  2. Has the company you are registering acquired a federal contract from another company (you can buy and sell federal contracts to other companies, who knew?)

If you answer yes to either of the above questions select YES, otherwise NO

If you're in doubt check with a lawyer, or report it, there isn’t anything inherently wrong with this but you want to disclose it

References:

https://www.acquisition.gov/content/52204-20-predecessor-offeror

Then click SAVE AND CONTINUE

10. General information

You should be seeing:

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COUNTRY/STATE OF INCORPORATION: Self explanatory

COMPANY SECURITY CLEARANCE: Companies can have security clearances but if you’re new to the federal space you probably don’t, and this is an optional question so if in doubt leave it blank

HIGHEST EMPLOYEE SECURITY LEVEL: Across your employees does anyone have a clearance? If so what type (this often occurs if there is an employee in the military reserves or national guard) 

INSTITUTION TYPE: Look at the list, most likely the answer is no

DISADVANTAGED BUSINESS ENTERPRISE: This is a designation you can go through with the Dept of Transportation, if in doubt the answer is NO

NATIVE AMERICAN ENTITY TYPE: This requires a registration process, even if you are owned by one of more Native Americans the answer is NO until you register

ORGANIZATION FACTORS: Look at your incorporation documents, what structure are you incorporated as (e.g. an LLC, a Corporation, other?)

ENTITY STRUCTURES: Are you for profit or non-profit

PROFIT STRUCTURE: Are you for profit or non-profit

SOCIO-ECONOMIC CATEGORIES: Have you registered for any of these? Even if you “meet the requirements” if you haven’t registered with the right approvers don’t select anything. It wont affect your ability to participate in SBIR

Then hit SAVE AND CONTINUE

11. Financial information

You should be seeing:

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Do you accept credit cards as a method of payment: There’s no harm in saying yes but this is only going to be used for small purchases so probably not helpful for Phase I or II of an SBIR, though may be helpful in Phase III.  If in doubt put yes and then deal with the details when the government wants to buy with a card

ELECTRONIC FUNDS TRANSFER: If you have your bank information handy I recommend filling this out because this is how you get paid!

There are a lot of fields but all of them are on one of your business checks, and if in doubt call your bank.

Then hit SAVE AND CONTINUE

12. Executive Comp

You should be seeing:

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If your company makes most of its money from federal contracts or makes a lot of money from federal contracts you have to report information about executive compensation.

So here’s the test: In your last full fiscal year

  1. Did 80% of the company’s revenue come from federal sources (e.g. contracts, grants, loans, etc)

  2. Did the total federal revenue exceed $25 Million

If the answer to both is YES then enter yes and you’ll have to share more about your executives’ compensation.  Otherwise select NO

Then click SAVE AND CONTINUE

13. Proceedings Questions

You should be seeing:

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PROCEEDINGS (QUESTION 1):

FAR 52.209-7: This question is about the dispute resolution mechanisms in the contracts you are going to be applying for.  In general we have not seen FAR 52.209-7 appear in many SBIR contracts, but it has, and more importantly it could, so we recommend selecting YES

DOES YOUR COMPANY HAVE CONTRACTS WITH A VALUE OVER $10M: Our assumption is that you are registering for your first federal work so the answer is NO.  However, if you do have current contracts/grants then look at the total value of that those contracts could be worth, even if the government has only paid $100 on contracts that you’ve won if they COULD pay you (the ceiling) more than $10M they put YES

If you answer YES and YES: Then you need to report any legal issues the business or owners/officers of the company have had in the last five years related to federal contracts

Then hit SAVE AND CONTINUE

14. SAM Search Authorization

You should be seeing:

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Do you want your company to get returned when people search SAM?

On balance we recommend checking the box since the telemarketers are going to go to spam you anyway

Then hit SAVE AND CONTINUE

15. Review Core Data

You should be seeing:

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CONGRATS!! You've completed the first big block of the SAM registration

Check that the information is correct and move along

Hit SAVE AND CONTINUE

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16. Goods and Services

You should be seeing:

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We HIGHLY recommend you register in the following NAICS codes to ensure smooth sailing regardless of the SBIR program you apply for: 

  • 541711

  • 541712 

  • 541713

  • 541715

PSC codes are optional but if you want to add them look HERE 

When you're done click SAVE AND CONTINUE

17. Size metrics

You should be seeing:

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To qualify for SBIR you need to have 500 employees or fewer.  If you are anywhere close to that number, or if you might be affiliated (see below) with another company check with a lawyer to see if you qualify

When computing your receipts (revenue) and average employees keep in mind this includes all your:

  • Subsidiary companies

  • Foreign companies 

  • Affiliated companies

AFFILIATION: Affiliation is tricky but basically basically, if there are two companies with:

  • Shared ownership

  • Shared management

  • Shared employees

  • Shared equipment

  • Any of the above between family members

Then the two companies may be treated as one for the purposes of size determinations.  If you have any doubt ask a lawyer.  

NOTE: if you might be affiliated with another company, and the total number of employees between the two companies together is well below 500 I'd report the sum of the two companies so that there are no questions later, and you still qualify

Then hit SAVE AND CONTINUE

18. EDI information

You should be seeing:

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Electronic Data interchange (EDI) is a way to share electronic docs between companies.  

We don’t use this system and we don’t know anyone that does…so recommend you select NO and move along

Hit SAVE AND CONTINUE

19. Disaster Response

You should be seeing:

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The Disaster Response Registry is a system the government uses to pre-vet vendors that might need to be called up urgently (like when there has been a natural disaster)

I have never heard of a SBIR contract being put out in response to a disaster so recommend you put NO

20. Review Assertions

You should be seeing:

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This is a review page, check to make sure everything looks right then hit SAVE AND CONTINUE

21. FAR Response 1

You should be seeing:

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1) WHO ARE THE PERSONS RESPONSIBLE FOR DETERMINING PRICES OFFERED IN BIDS/PROPOSALS: The government wants to know who is going to be preparing the proposals and prices you submit so make sure that the people who are responsible are listed.

If you have a junior person doing the research or first pass writing you don’t need to include them, but include anyone who is signing-off on proposals and pricing or otherwise in a leadership role

2) DOES YOUR COMPANY USE OTHER PLANTS FOR FACILITIES TO PERFORM ON CONTRACTS: Just what it sounds like, if you have multiple locations and there is a chance those facilities or people will be involved in contracts list them here.  There’s no down side so list all your locations

3) TIN IS ON FILE: You entered this already so should say “TIN is on file” if not enter it (usually your Employer ID number (EIN)) here

4) EPA RECOVERED MATERIALS CONTENT GUIDELINES:  Basically if you are selling items that could be made out of recyclable materials then you need to be (this is generally applied to comodity items like paper, or items that could be made out of solid waste).  For a complete list of covered items see HERE.  If in doubt put VENDOR WILL PROVIDE INFORMATION WITH SPECIFIC OFFERS TO THE GOVERNMENT

Then hit SAVE AND CONTINUE

22. FAR Response 2

You should be seeing:

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5. LABOR SURPLUS AREA: For SBIR there isn’t really any upside to being an LSA designated company, so we recommend you put NO

Basically an LSA helps if you do work in an area with high unemployment, but the advantage is small and doesn’t really apply to the competitive approach used in SBIR

6) FILING FEDERAL INCOME TAX ON A CONSOLIDATED BASIS: Basically the question is whether this company is owned by another company and whether that company will report this company’s revenue and loss on their returns?  If not answer NO, if YES share who that company is, and you will almost certainly have to report that parent company as an affiliate/report their people/income on the previous screen about your revenue and total employees

7) DEBARMENT OR INELIGIBILITY FOR AWARD: Has this company or any of the owners/officers of this company been precluded from bidding on government contracts (or are their proceedings currently under way)?  If not answer “NO”

8) LEGAL ISSUES: Has the company or any owners/officers been convicted in any legal proceeding related to:

  • Shady actions to win a contract 

  • Shady actions in the performance of a contract 

  • Shady actions related to submitting an offer for federal work (contracts, grants, etc)

  • Embezzlement, theft

  • Forgery

  • Bribery

  • Falsifying/destroying records

  • False statements

  • Tax evasion/criminal tax violations

  • Receiving stolen property

If not then answer NO

IS THIS COMPANY CURRENTLY DELINQUENT ON $3,500 OR MORE IN FEDERAL TAXES? If not answer NO

If not then NO

9) Similar to 8 but now they want to know if there is a current indictment or charge by any government entity for one of those crimes

10) TERMINATION FOR CAUSE: This is a specific government action when there are serious issues with the company’s execution of a prior government contract.  If this SBIR is your first government contract then the answer is NO.  

11-14) HUBZone, WOMAN OWNED, ECONOMICALLY DISADVANTAGED WOMAN OWNED JOINT VENTURE: This is pretty sophisticated government contracting and there is no real upside in an SBIR so recommend you list NONE unless you've already gone through the registrations for those programs

15) LIMITED RIGHTS DATA AND RESTRICTED COMPUTER SOFTWARE: THIS IS REALLY IMPORTANT! If you are in software and are concerned about ownership of the underlying code and data then we recommend talking to a lawyer.  For SBIR the IP ownership regime is controlled by a slightly different legal structure so we recommend looking HERE

In the mean time we recommend selecting that “VENDOR WILL PROVIDE INFORMATION WITH SPECIFIC OFFERS TO THE GOVERNMENT" so that you can complete this registration and then assess how you feel about the ownership and rights structure in SBIR

23. FAR Response 3

You should be seeing:

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16) Confirm that the business type is correct

17) Check that there is a Y in the “Small Business” column for the NAICS codes that we recommended here.  

The only reason that wouldn’t be the case is if you have more than 500 employees, and if that’s the case SBIR may not be an option for you, or you will need to consult a lawyer about how to re-structure your operations

18) N/A

19) If your production is all built/developed onshore then you have nothing to worry about (Answer NO).  If you have offshore production then check if your production is in a country on the list.

If Yes you will have to comply with the reporting requirements in the subsequent provisions

20) The equal opportunity clause is in most contracts so if you have had a federal contract in the last 12 months you are probably subject to this requirement. 

If this clause applies to you then you have to affirm that 

  1. Your hiring and employment practices do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, or national origin.

  2. In the work space you have prominently posted about these non-discrimination policies

  3. In any hiring notices  you have prominently posted about these non-discrimination policies

  4. You do not discriminate against employees/prospective employees for asking about compensation or other employees compensation

  5. You have filed all EO paperwork

  6. There are a few other requirements but this is the main content

21) Will you be delivering any products that are foreign made? If not then NO

22) This is an extension to question 20.  Have you filed all the required reports?

23) If you have had previous contracts with the federal government see if they require a written affirmative action plan.  If so ensure that you have the required program written out and filed.  If you have not previously had a contract with that requirement select THE VENDOR WILL PROVIDE option

24) This is a really specific requirement and only applies if you are maintaining, calibrating, or repairing sophisticated technical equipment.  If you do then you may be exempt from certain labor payment standards, but this is unlikely to apply to your SBIR so mostly likely the answer is NO

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24. FAR Response 4

You should be seeing:

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25) The Service Contract Labor Standards statute is a beast, but for the purposes of a SBIR Phase I and II it doesn’t really apply.  That being said you are subject to it so

  • If you are only going after R&D type work we recommend putting NO

  • If you are planning to do a wide variety of work for the Federal Government we recommend putting VENDOR WILL PROVIDE...

26) This only applies if you are manufacturing products to sell to the Federal Government.  If your SBIR gets to Phase III this may become important but for the time being we recommend putting VENDOR WILL PROVIDE...

27) INVERTED DOMESTIC CORPORATION: This only applies if you were incorporated in the US and then incorporated overseas.  If you are and have always been incorporated in the US and owned by Americans/American companies then answer NO

28) SUBSIDIARY OF AN INVERTED DOMESTIC CORPORATION: This only applies if you are a subsidiary (another company owns >50% of this company's equity or otherwise controls this company) of an inverted domestic corporation

29) N/A

30) DOES YOUR COMPANY OWE UNPAID TAXES? If not answer NO

  • If you do have unpaid taxes are you pursuing legal resolutions/have you set up a payment plan with the IRS (and are actively paying per the plan)? If you are doing either of these things answer NO

31) CORPORATE FELONY: Has this company been convicted of a criminal felony in the last two years? If not answer NO

32) GREENHOUSE GASSES: Did your company make more than $7.5M in Federal contracts last year?  Presumably no, so answer NO

Hit SAVE AND CONTINUE

25. Architect-Engineer Response

You should be seeing:

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If you chose the NAICS codes we recommend (e.g. just the NAICS codes you need to go after SBIRs) then this section doesn't apply so hit SAVE AND CONTINUE

26. Defense Response

You should be seeing:

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34) DO YOU ALREADY HAVE/DO YOU PLAN TO GO AFTER DOD WORK: About half of all SBIR come from DOD so we highly recommend you put YES

35) SEA TRANSPORT: I've never heard of a company needing seafreight to complete an SBIR contract but if you do put YES, for 99% of you we who don't need sea freight we recommend putting NO

36) WAGE RATE ADJUSTMENTS: Basically the government doesn't want you to pad your rates to account for the risk that a foreign government will push wages up.  This really only applies to contracts performed overseas (generally during war time).  So unless your SBIR forces you to work with people overseas, whos rates are set by the government answer NO

37) OWNERSHIP BY A FOREIGN GOVERNMENT: This should be an easy NO, if you are controlled by a foreign government you don't qualify for SBIR

38-41) FOREIGN GOVERNMENTS AND SATELLITES: The government is super concerned about foreign influence and satellites.  If you do satellite work and there is foreign ownership/control either directly or indirectly through marriage or family then talk to a lawyer otherwise answer NO

Then hit SAVE AND CONTINUE

27. Review FAR/DFAR Reps and Certs

You should be seeing:

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This is a synopsis of your answers, take a review and hit SAVE AND CONTINUE

28. Financial Assistance Response

You should be seeing:

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FINANCIAL ASSISTANCE PROJECTS AND PROGRAMS: We recommend putting YES because some SBIRs are structured as grants

A long list of things you agree to comply with will pop up.  I know if it long and intimidating but read through them and its 90% stuff you've already agreed to or are probably already doing.  So if you agree then agree and move on

29. POC Details

You should be seeing:

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SBA PROFILE: If you want to write a bit about your company you can but for the time being we recommend skipping this step

Then SAVE AND CONTINUE

30. SBA Profile

You should be seeing:

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POINTS OF CONTACT: Just fill in the info, you may not have someone designated for all the roles they ask about but most of them are optional so fill in what you have, and if you need to give someone on your team a new title/duty do it!

then SAVE AND CONTINUE

31. Entity Review

You should be seeing:

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Review everything

and hit SUBMIT and you should see this:

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And thats it!  Your package will be reviewed and you should get an email with your CAGE code shortly!  Congrats! This is by far the most frustrating registration and you've completed it!


Other GovCon & SBIR guides, classes and analysis

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Our resources section has everything you need to:

  • Understand the SBIR program
  • Explore the Government Contracting market
  • Get help registering your company
  • Master key GovCon topics

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