Understanding the SAM.gov Connection

Reviewing data from SAM.gov (System for Award Management) in Symphony involves these steps.

1. SAM.gov Data Retrieval 

When registering, Symphony requires the SAM.gov UEI and CAGE code to validate an organization. Symphony connects to SAM.gov and retrieves a preview of the data pulled directly from the SAM record. The SAM Data is then linked to the first user's registration in Symphony.

2. Reviewing the SAM Data 

The SAM Data tab in My Company provides more details and any changes must occur on SAM.gov before a proposal submission (See Figure 1). 

Figure 1. SAM Data in the My Company link

Important elements 

3. Updating the SAM record 

The SAM information is for reference only and SAM.gov is the official system-of-record.

Symphony has no affiliation with SAM.gov. Our experience suggests the following steps to verify data at SAM.gov.

1. Visit SAM.gov 

Symphony uses an API provided by SAM.gov to collect information directly from the site. 

• For validation, users can only add an organization, team members, and MRCLS to the Company assets by looking up an organization through the SAM.gov Unique Entity Identifier (UEI).
• The DUNS (Data Universal Numbering System) displays information for companies registered and awarded before April 1, 2022.

2. Search Records 

Select the SEARCH button to Search by entity/company name or by UEI.

3. Preview the Results

A successful search will return results. 

• The entity overview provides a quick look at a company. 
• Pay attention to the entity name, UEI, status, expiration date, and purpose of registration. 
• An entity must have an Active record to be registered in Symphony.

4. View Details 

Use the View Details button to verify SAM information such as Core Data, Assertions, Reps and Certs, and Points of Contact (POCs).

5. The POC Link 

Symphony assigns roles and permissions based on the SAM POC data during registration. 

• SAM displays the Mandatory and Optional Points of Contact. 
• Only the SAM Authorized Point(s) of Contact are trusted company representatives in Symphony.

Symphony users who are not listed as a trusted company representative must:

1. Ask the SAM POC(s) to register for Symphony.
2. SAM POC(s) can activate additional accounts through the Administration link in Symphony once their access is approved. (See Inactive Accounts or Administration Basics).
   
   • There is no activation in SAM.gov. Activation occurs in Symphony. 
   • Submit a Ticket if updates occur on SAM.gov after registration.

6. Representations and Certifications (Reps and Certs) 

All changes and corrections to the SAM data and the Reps and Certs can be made in SAM before submission to provide the government with an accurate record in Symphony. 

• The NAICS codes in the Reps and Certs should match the NAICS codes referenced in the solicitation for the corresponding submission.
• Provide the Representations and Certifications in the Business Factors section of My Company for the Prime (See Figure 2) or a Team Member's Business Factors.

Figure 2. The Representations and Certifications (Reps & Certs) Business Factor

4. Requesting a SAM refresh

Update the data in SAM directly before it can be reflected in Symphony (See Figure 3). A request to refresh the SAM data as a contract holder may require a contract modification and a ticket to the help desk outlining the changes.

• SAM Data cannot be refreshed for Team Members or MRCLs.
• Submit a Ticket if SAM updates occur after registration and before proposal submission.
• SAM Data cannot be refreshed after proposal submission due to evaluations. 
  Notify the program office of the changes outside Symphony.

Figure 3. SAM refresh tooltip in the SAM Data section

Contact us for a SAM refresh with the UEI/cage so the official SAM record can be retrieved.