How do I register for SAM.gov as a Canadian business?

Before you start…

To register for SAM.gov you’ll need to get your NAICS number, your Product Service Code, and your NCAGE number.

Step 1: Sign In or Create an Account

• Visit https://sam.gov and select “Sign In.”
• If you don’t already have a SAM.gov account, choose to “Create an Account”. This will create an account on Login.gov.
• Verify your email address and set up two-factor authentication for security.
• Once your Login.gov account is active, you’ll be redirected back to SAM.gov.
• “Sign In” into SAM.gov.

Step 2: Get a Unique Entity ID

Once logged in to SAM.gov:

• Go to “Register Your Entity or Get a Unique Entity ID” section and Get Started
• Follow the on-screen instructions to begin the UEI request process.

You’ll need to enter the following information exactly as it appears on your legal documents:

• Legal Business Name (official registered name, not your DBA)
• Physical Address (no P.O. Boxes)
• Country
• Postal Code
• Date and State (or Province) of Incorporation
• Entity Type (e.g., corporation, partnership, nonprofit, etc.)

For Canadian or non-U.S. entities, you may need to provide additional details such as:

• Province or territory of registration
• Business registration number
• Alternate national identifiers (if applicable)

SAM.gov will automatically attempt to match your entity details against official databases. If your entity cannot be validated:

• You’ll receive an “Entity Validation Failed” notice.
• You can then open a Help Ticket with the Federal Service Desk (FSD) at https://www.fsd.gov.
• Be prepared to upload official documentation (e.g., business registration certificate, articles of incorporation, or utility bill showing your business address).

Once your entity information is validated, review all details carefully for accuracy and confirm. After submission, your Unique Entity ID (UEI) will be assigned immediately and displayed on your SAM.gov account dashboard.

Step 3: (Optional) Proceed to Full Registration

If you plan to bid on federal contracts, you’ll need to continue with full entity registration on SAM.gov. The following sections must be completed:

1. Unique Entity Identifier (UEI)
2. Core Data
3. Assertions
4. Representations and Certifications
5. Architect and Engineering Responses
6. Defense Federal Acquisition Regulation Supplement (DFARS) Questionnaire
7. Points of Contact (POCs)

Step 4: Complete the Core Data Section

The Core Data section collects essential information about your company, including:

• Business Information – Inception date, address, URL, etc.
• IRS Consent Form – Canadian companies without a U.S. Taxpayer Identification Number (TIN or EIN) do not complete the IRS consent portion
• CAGE Code – For non-U.S. entities (including Canadian companies) use your NCAGE Code
• Ownership Details – If owned or controlled by another entity.
• Predecessor Details – Whether a predecessor held a federal contract or grant within the past three years.
• General Information – Country/State of incorporation, entity type, profit structure, etc.
• Financial Information – Credit card acceptance, Electronic Funds Transfer, Automated Clearing House.
• Executive Compensation Questions – If 80% or more of revenue is from federal sources, access to executive financial information.
• Proceedings Questions – FAR 52.209-7, FAR 52.209-9 compliance)

Note: Canadian companies are automatically classified as large businesses for U.S. government contracting purposes. Canadian companies that maintain direct reporting divisions within the United States—meaning they have an established U.S. presence but are owned by a Canadian parent company—may be eligible for small business certification under certain circumstances. Similarly, if a Canadian company acquires a U.S. company, the U.S. government may continue to recognize the acquired entity as a small business, provided it operates independently and the parent company does not exert direct control or integrate its operations (“innovation”) into the acquired company. In such cases, even though the U.S. entity is owned by or functions as a financially independent subsidiary of a larger foreign company, it may still qualify as a small business within the United States, depending on how the structure and operations are maintained.

Step 5: Complete the Assertions Section

The Assertions section requires information such as:

• NAICS Codes
• Product Service Codes (PSC)
• Organizational Size – Based on annual receipts or number of employees
• Electronic Data Interchange (EDI) information
• Disaster Response Capabilities

Step 6: Representations and Certifications

This section covers compliance, integrity, and eligibility requirements. Key topics include:

• Name/title of the individual responsible for proposal pricing
• Use of other facilities for contract performance
• Environmental Protection Agency (EPA) compliance
• Suspension, debarment, or ineligibility by any federal agency
• Criminal or civil judgments (past three years) involving fraud, bribery, or similar offences
• Delinquent U.S. federal taxes (over $3,000, unresolved within the past three years)
• Terminations for cause (past three years)
• Small business status
• Equal Employment Opportunity (EEOC) reporting
• Affirmative action and labour standards compliance
• Greenhouse gas emissions disclosure
• Section 889 compliance (“Covered Telecommunications Equipment” – must indicate “Does Not”)

Step 7: Architect and Engineering Responses

This section applies only to entities with any of the following NAICS codes:

• 541310 – Architectural Services
• 541320 – Landscape Architectural Services
• 541330 – Engineering Services
• 541360 – Geophysical Surveying and Mapping Services
• 541370 – Surveying and Mapping (except Geophysical)
• 541410 – Interior Design Services
• 541620 – Environmental Consulting Services

If applicable, you must complete SF 330, Part II.

Step 8: DFARS Questionnaire

The Defense Federal Acquisition Regulation Supplement (DFARS) section applies only to entities that currently hold or intend to bid on Department of Defense (U.S DoD) contracts. Since U.S. DoD procurement cycles can be highly competitive and move quickly, Canadian companies are strongly encouraged to complete this section in advance to ensure they are prepared to respond to U.S. DoD tenders promptly.

Step 9: Points of Contact

You must identify key points of contact (POC) within your organization. Recommended roles include:

• Accounts Receivable POC
• Electronic Business POC and Alternate
• Government Business POC and Alternate
• Past Performance POC and Alternate

It is recommended that these roles be assigned to internal company personnel, with designated alternates listed for backup communication.