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Department of Defense Waiving SAM registration requirements for emergency response vendors

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Due to the emergency situation caused by the hurricanes, contracting offices are using authority to waive the requirement for SAM registration in purchases that directly support the emergency response.  If you’re helping a vendor who is not yet registered in SAM but needs a CAGE code, the expedited process instructions are below. 

(information on selling to disaster response agencies)

Subject: Obtaining CAGE codes for vendors responding to the Hurricanes

Hello everyone – obviously we expect that there will be many offices responding to the hurricanes with emergency purchases where SAM registration is waived per FAR 4.1102(a)(3)(iii) and part 18.102.  We want to get the below instructions out for how you can still help your vendors obtain CAGE codes (if they don’t already have one) that are required per FAR 4.1804 for other than micro-purchase actions:

1 – Go to https://cage.dla.mil

2 – Choose ‘Request or Update a CAGE Code’ and hit Begin on the next page

The user will then be taken through a series of pages where they provide the data necessary to set up a CAGE code, but before they get to those elements, they have to answer a few more questions.  In order for the CAGE website not to just direct them to go register in SAM, the users need to answer exactly as follows:

  1. Question – Do you have a registration for this same entity in process at System for Award Management (SAM)?  Answer – No
  2. Question – Do you plan to receive contract payments or grants from the U.S. Government?  Answer – No
  3. Question – Are you a NON-U.S. entity (government or commercial)?  Answer  No (note – if the entity really is foreign, answer Yes, but realize that the user will be directed to contact his/her home country codification bureau)
  4. Question – Are you requesting a new CAGE Code?  Answer – Yes
  5. Question – Do you have a previous business?  Answer – No
  6. Question – Please choose your Entity Type   Answer either – (1) U.S Commercial Company/Firm, Organization or Government Entity (non-federal) OR (2) Sole Proprietor Business
  7. Question – Please choose a Primary Purpose for this CAGE   Answer -Other
  8. Question – Please describe the primary purpose for this CAGE  Answer – Provide Urgent Hurricane Irma Support (or Harvey or Jose as appropriate)

From here on, the user is just providing their name, address, etc.information.  Should be simple from here.

Be aware – when a user requests a CAGE code be established via this method (instead of through registering in SAM), it goes into manual processing at DLA in Battle Creek.  It’s very important that the user enter ‘hurricane’ in the purpose field after they choose other.  The CAGE team is going to search for that term in each request that comes in and move those to the top to be worked.

For non-GPC actions, it’s important that the vendor get a CAGE code assigned and it be included in the contract when its distributed to ensure that their eventual payment is streamlined and not held up for manual action.  Note also that without a valid CAGE code, an action will fail Procurement Data Standard (PDS) validations.

If these are going to be on-going contracts (such as reconstruction), it would behoove the vendors to eventually actually get registered in SAM (they can use the CAGE code that will be assigned in this process when they do so) even if they’re not technically required to do so because the contract was initially exempted due to the emergency.  Being registered in SAM will just make the whole invoicing and payment processes run a bit smoother if the contract lasts for a while.

Lisa Romney, Defense Procurement and Acquisition Policy Office of Acquisition Technology and Logistics

 

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Passing along a message from FEMA

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Greetings,

Thank you for the Federal Emergency Management Agency (FEMA) regarding your interest in doing business with FEMA.  If you are contacting FEMA seeking to do business in support of a disaster recovery effort, please be aware that in accordance with the Robert T. Stafford Act, FEMA’s goal is to seek local companies within the disaster area for services related to a specific disaster when practical and feasible.  The ILP establishes strategic relationships with suppliers and stakeholders; serves as an information provider for suppliers seeking to do business with FEMA; and connects suppliers with program offices in support of FEMA’s mission.  The ILP encourages your business to review the information referenced below.

  1. Register with the System for Award Management (SAM)

Official Federal Government registration is processed within SAM www.sam.gov .  Direct all questions regarding the SAM registration process to the Federal Service Desk at1-866-606-8220.

To get started with your SAM registration, you must have the following:

  1. Voluntary submission of the Vendor Profile Form

The Vendor Profile Form can serve as supplemental market research for the agency.  Information supplied should not be proprietary or sensitive in nature. Please be specific about how your products and/or services can support FEMA’s mission. Submission of the Vendor Profile Form does not imply a guaranteed meeting or contract award. 

*Please click on the following link to access the vendor profile form:Indusry Liaison Program Vendor Profile Form < Caution-https://www.fema.gov/media-library/assets/documents/29748 >  and submit the form toFEMA-Industry@fema.dhs.gov < Caution-mailto:FEMA-Industry@fema.dhs.gov > 

*NOTE: FEMA does not charge any company a basic registration fee.  There are companies that replicate services of Federal Government entities and there are typically fees associated with their services.  Most Federal Government services, if not all, are free of charge.  Always make it a practice to reach out to the appropriate Federal agency first to inquire about the validity of the service, specifically if a fee is associated with it.

All meeting requests are at the discretion and availability of the FEMA Contracting Officer, Program Office, and FEMA representatives.  If the agency identifies the need to meet to further discuss your company and its capabilities you will be contacted. 

Types of Meetings Currently Offered:
  • Face-to-Face Meetings
  • Conference Calls
  • Topical Educational Sessions (TES) – These sessions will be periodically offered virtually to provide mission specific information relative to various FEMA programs
  • Industry Days – Will be posted onFBO.gov < Caution-http://FBO.gov >  as applicable to program requirements
Learn More About:
  • Donation and Volunteering – Please visit FEMA’s Volunteer & Donate Responsibly page https://www.fema.gov/volunteer-donate-responsibly .
  • Debris Removal – Become a member of the Corps of Engineers Contractor Registry if you are interested in performing disaster response and recovery work; e.g. debris removal.  Follow this link to access their website// www.usace.army.mil/Missions.aspx
  • FEMA Industry Liaison Program –http://www.fema.gov/about-industry-liaison-program
  • FEMA – https://fema.gov
  • FEMA Small Business Program –All Small Business inquiries should be directed to FEMA-SB@fema.dhs.gov
  • Department of Homeland Security Vendor Outreach Session – www.dhsvoms.moriassociates.com
  • Contracting Opportunities –You are encouraged to visit the following websites to identify such opportunities:
  • Federal Business Opportunities –Free web-based portal which allows vendors to review Federal Procurement Opportunities www.fbo.gov
  • DHS Advance Acquisition Planning System: Monitor the forecast of DHS contract opportunities at DHS Advance Acquisition Planning System http://www.dhs.gov/xopnbiz/opportunities/gc_1300288340710.shtm  .

We trust that this information will prove helpful.  If we may be of further assistance, please contact us at the email address or phone number listed below.

Regards,

Industry Liaison Program
Business Relations Branch
Acquisition Program and Policy Division
Office of the Chief Procurement Officer
Email:    FEMA-Industry@fema.dhs.gov < Caution-mailto:FEMA-Industry@fema.dhs.gov >
Phone:    (202) 646-1895
Website: Caution-http://www.fema.gov/about-industry-liaison-program

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