Office of Procurement, Acquisition and Logistics (OPAL)
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Annual Registration Requirements
System for Award Management (SAM)
In support of agency acquisition missions, the System for Award Management is the primary registrant database for the US Government.
- 4.11 Central Contractor Registration
- 52.212-4 Contract Terms and Conditions-Commercial Items
- 52.212-3 Offeror Representations and Certifications-Commercial Items
Requirement: All prospective contractors are required to register in SAM, at https://www.sam.gov, in order to be awarded an FSS contract. Additionally, all current contractors must maintain their SAM registration in order to be considered for contract extension or a follow-on contract award.
Due Date: Vendors must register with SAM prior to submitting an offer or contract extension proposal.
Registrants must update or renew their registration at least once per year in order to maintain an active status.
Information provided in your registration will be validated and shared with other authorized federal government offices and electronic systems. Registration does not guarantee business with the federal government.
Learn more about SAM Policy and Background online.
The U.S. Department of Labor (DOL), Veterans’ Employment and Training Service (VETS) collects and compiles data on the employment of veterans with Federal contractors and subcontractors.
- 38 USC Section 4212(d) Veterans’ Employment Training Service (VETS)
Requirement: All FSS vendors are required to submit a VETS-4212 report.
Due Date: VETS-4212 Reports are due no later than September 30th each year. Additional information on the VETS-4212 Program is available online.
Affirmative Action Plan (AAP)
- 41 CFR 60-1 Obligations of Contractors and Subcontractors
- 41 CFR 60-2 Affirmative Action Programs
- 52.212-3(d) Offeror Representations and Certifications - Commercial Items
Requirement: Firms with 50 or more employees are required to develop and maintain a written Affirmative Action Plan and:
- The estimated value of your firm’s contract or subcontract exceeds $50,000;
- Has government bills of lading which in any 12-month period total, or are expected to total $50,000 or more;
- Your firm Serves as a depository of Federal funds in any amount; or
- Your Firm is a financial institution that is an issuing and paying agent for US savings bonds/notes in any amount.
Due Date: If applicable, the AAP is due within 120 days after date of contract award. Contact your local Office of Federal Contract Compliance Programs (OFCCP) branch for additional information on Affirmative Action Plan requirements. Additional technical assistance, including a sample AAP, is available on the OFCCP website.
Applicable Regulation(s) & Requirements:
66II Cost-Per-Test, Clinical Laboratory Analyzers
52.228-5 Insurance-Work on Government Installation Coverage — All Contractors for 66III Cost-Per-Test, Clinical Analyzers are required to maintain general (space) liability insurance of not less than $500,000 per occurrence and property damage liability insurance.
621I Professional and Allied Healthcare Staffing Services
852.237-7 Indemnification and Medical Liability Insurance — All Contractors for 621 I Professional and Allied Healthcare Staffing Services are required to maintain professional liability insurance of not less than $1 million per occurrence/$3 million aggregate.
621II Medical Laboratory Testing and Analysis Services
852.237-7 Indemnification and Medical Liability Insurance — All Contractors for 621II Medical Laboratory Testing and Analysis Services are required to maintain malpractice liability insurance of not less than $1,000,000 per occurrence.
VA Schedule contractors must maintain the required insurance in order to maintain their FSS contract.
Other Registration Requirements
The VetBiz Vendor Information Pages (VIP) is a VA maintained database of Veteran-Owned (VO) and Service-Disabled Veteran-Owned (SDVO) small businesses.
- PL 111-275 Sec 104 Clarification of responsibility of Secretary of Veterans Affairs to verify small business ownership.
Requirement: All VO and SDVO small businesses must register with VetBiz to be listed in the VIP database. Additionally, The Veteran-Owned Small Business (VOSB) Verification Program will:
- Verify the owner status of all small businesses as Veteran-Owned or Service-Disable Veteran-Owned; and
- Examine the small business for ownership and control by one or more Veterans and/or Service-Disabled Veterans.
The VOSB Verification Program may access the Veteran’s personal information in order to verify the Veteran or Service-Disabled status. If the VOSB Verification Program is unable verify, or does not have record of the Veteran or Service-Disabled Veteran, the company may not appear in the VIP database.
Due Date: VO and SDVO small businesses must register and be verified with the VetBiz VIP prior to submitting an offer or extension proposal. Access additional information on the Veteran Owned Small Business Verification Program online.
Requirement: If you are a dealer/distributor/reseller you are required to submit a letter of supply from all manufacturers in order to assure the offeror a source of supply sufficient to satisfy the Government’s requirements.
The sample letter above does not indicate a required format; however, it does include recommended language and outlines the components that must be included in the letter.
Data Universal Numbering System (DUNS)
The Data Universal Numbering System (DUNS) number is a copyrighted, proprietary method of identifying businesses on a location-specific basis. DUNS is the official contractor identification code for all procurement-related activities.
- 4.1103 Procedures
Requirement: All prospective contractors are required to have a DUNS number in order to register in SAM. Vendors must request a DUNS number prior to submitting an offer or contract extension proposal. Learn more about the DUNS number and SAM online.
Trade Agreements Act
Requirement: The Trade Agreements Act applies to all FSS contractors under all FSS Schedule Programs. Under the terms of this act responsible the VA will award ONLY US made or designated country end products to responsible vendors.
Due Date: Vendors and contractors must ensure that all offered products are made in the United States or other designated country.
When an item consists of components from various countries and the components are assembled in an additional country, the test to determine country of origin is “substantial transformation” (see FAR 25.001(c)(2)). Offerors requiring a determination on substantial transformation can go to the US Customers and Border Protection Rulings and Legal Decisions.