Every year, the U.S. DoD carefully selects contract partners to help keep its military forces armed, equipped, and ready to defend. 

 

You must register with the department to become part of the U.S. DoD supplier ecosystem. Because U.S. DoD procurement is complex and decentralized, there are a few places you need to upload information about your company and products or services. You’ll also have to apply for a few important registration numbers so buyers can buy from you. 

Getting the details right will make your interactions with the U.S. DoD as smooth as possible, so we recommend giving yourself enough time to do the following carefully, and in order: 

1

Identify your product or service

The first step is to know the Federal Supply Class or Service (FSC/SVC) codes, the Product Service Codes (PSCs) and North American Industry Classification System (NAICS) codes for your products, services or industry in which your organization normally does business.

  1. Get your FSC/SVC codes
  2. Find your PSC. Select the PSC Manual.
  3. Get your NAICS codes

TIMEFRAME: Minutes. These are simple look-ups to identify your numbers.

2

Get a DUNS and NCAGE code

Get your DUNS Number

  1. Check to see if a DUNS number is already assigned to the company by searching with Dun & Bradstreet (D&B).
  2. If no DUNS number is associated with the company, register with D&B to obtain the Data Universal Numbering System.

    TIMEFRAME: Allow one to two business days to obtain the international DUNS number.

  3. Once you have the DUNS number, you must obtain a NCAGE code.

Get your NCAGE code

The NCAGE Code (for foreign vendors) is required for registering in SAM.

  1. Check to see if a NCAGE code is already assigned to the company by searching with the NSPA using the NCAGE Code Request Tool.
  2. If the search does not result in a match to an existing NCAGE code, complete the Request for Assignment of NCAGE form and email to CCC at [email protected].
  3. CCC will review the request and forward to DND for NCAGE assignment.
  4. When the NCAGE code is assigned, an email will be sent to the entity point of contact in the NCAGE Request. Follow the instructions in the email including validating your NCAGE and the timeframe to register with the System for Award Management (SAM) (http://www.sam.gov).

Validate your NCAGE code

  1. The new NCAGE code information can be validated by logging into the NSPA web portal.
    • Click on the tab labelled CAGE/NCAGE Code Request.
    • Enter the NCAGE code in the first screen, then click Enter.
    • At the bottom of the screen, a Results box will display. Click on the line of the entity/organization.

Validate CAGE search and inquiry

  1. Once the NCAGE is received, the NCAGE code is displayed in CAGE Search and Inquiry (CSI). This was formerly the Business Identification Number Cross Reference System (BINCS).
  2. The entity/organization’s Legal Business Name and Physical Address must match exactly with NSPA CSI, and D&B.
  3. Access CSI to confirm the NCAGE code data.


    TIMEFRAME: CSI is updated after the CAGE Program Office has received and processed the NCAGE data, which may take up to 10 business days.

3

Register with SAM

A NCAGE and SAM registration are prerequisites for any contract award. After obtaining a DUNS number and NCAGE, you should register in the System for Award Management (SAM) for contracts at http://www.sam.gov/

SAM is a database designed to hold information relevant to procurement and financial transactions, and it enables fast electronic payment of your invoices. Entities may register at no cost directly from the website. User guides and webinars are available under the Help tab.

 

How to register

  1. You must have a NCAGE before registering in SAM.
  2. If you are physically located outside the U.S. and its territories, follow the quick guide for international registrations at SAM.gov.
  3. Foreign vendors are NOT required to enter tax identification numbers (TIN) in SAM.
  4. If the registration is successfully submitted in SAM with the NCAGE, an email confirmation will be sent to the authorized administrator user(s) of the entity/organization and the SAM status will be updated to “Pending CAGE Validation”.
  5. NOTE: If the registration is not complete, the status will indicate “Draft” until the Core Data section is complete. “Work in Progress” indicates that Core Data is not complete. Log into SAM and check the SAM Status Tracker. The checkmarks on the left navigation menu or error messages at the top of the page will indicate what is required to complete the registration process.
  6. If you have any issues with your SAM registration, check NSPA, D&B, SAM, and CSI and query them to ensure the Legal Business Name and the Physical Address both match exactly. Then:
    • If corrections are required in the NCAGE data, submit an update request through CCC at [email protected]
    • If corrections are required with D&B, refer to the D&B website for the steps to update your DUNS number.
    • The registration will not be processed until the information in the registration is corrected and resubmitted in SAM.
    • Consult the SAM help tab or CCC to help troubleshoot the issue.


      TIMEFRAME: Allow 10 business days from the date of SAM submission for the validation process to be completed.

4

Identify selling opportunities

Visit SAM.gov

Visit SAM.gov and register at the website to be notified of newly posted opportunities in your industries. This is the official website that allows the private sector to electronically access government-wide procurement opportunities. 

It provides a comprehensive database of all major government solicitations, contract awards over USD $25,000, subcontracting opportunities, surplus property sales, and foreign business opportunities with the federal government. Go to the Learning Centre section in the top menu and learn the details.

Visit FedMall

FedMall is an eCommerce ordering system for DoD, Federal, State, and authorized local Agencies to search for and acquire products from government reserves and commercial sources—providing access to over 29 million individual items of supply. 

Suppliers are able sell on FedMall without a contract through FedMall MarketPlace, using a GSA Schedule, and/or a FedMall awarded contract through the Defense Logistics Agency (DLA) Contract Support Office (DSCO). FedMall is now accessed through the Procurement Integrated Enterprise Environment (PIEE) website. New users should follow the PIEE registration and approval processes.

Visit DIBBS

The Defense Logistics Agency (DLA) posts opportunities to its DLA Internet Bid Board System (DIBBS). The web-based application allows you to search for, view, and submit secure quotes on Requests for Quotations (RFQs) for DLA items of supply.

Check individual websites

Many agencies, military departments and contracting offices also have procurement Websites. In addition, many contracting commands routinely post opportunities on their social media sites. Check the individual sites for other possible sources of information.

Global Bid Opportunity Finder

The Global Bid Opportunity Finder (GBOF) is a web application offered by CCC and the Government of Canada that takes more than 1.5 million opportunities globally, including with the U.S. DoD, and aggregates them in a single and easy-to-use place. 

Register with GBOF and browse all the opportunities with the U.S. DoD from a single account.

Dos and Don'ts when selling to U.S. DoD

DO:

  • Follow procurement offices on social media.
  • Connect with contracting officers, preferably face-to-face at events
  • Attend industry days to learn about emerging needs
  • Consider partnering with a U.S. company as a sub-contractor

DON’T:

  • Underestimate the importance of thorough and accurate paperwork
  • Use too much jargon on marketing speak in your bid. Do use straightforward, plain-language writing.
5

Build awareness of your product or service

In early 2022, the Office of the U.S. Under Secretary of Defense outlined 14 critical technology areas vital to national security in an era of unprecedented global competition. Canadian companies offering solutions in these areas stand to benefit even further from these U.S. DoD priorities:

Biotechnology

Advanced materials

Microelectronics

Renewable energy

Generation and storage

Directed energy

Quantum science

AI and autonomy

U.S. DoD critical technology areas

Advanced computing and software

Hypersonics

Next-gen wireless tech

Integrated network systems-of-systems

Space technology

Human-machine interfaces

Integrated sensing and cyber

Meet with potential buyers. Visit The National Defense Industrial Association’s website for a  Calendar of Events.

Contact the Trade Commissioner Service and speak with a Trade Commissioner operating in the region closest to your target buyer(s).

6

Know contracting regulations

General regulations

The Federal Acquisition Regulations (FAR) is the manual of U.S. Government contracting. Above and beyond the FAR, some U.S. Government departments and agencies have supplemental regulations. In the case of the U.S. DoD, it has the Defense Federal Acquisition Regulation Supplement (DFARS). These specific regulations are based upon U.S. DoD policy and/or U.S. law. A complement to the DFARS is the Procedures, Guidance, and Information (PGI). The PGI will help you to understand the DFARS. The Defense Pricing and Contracting (DPC) (DPAP) is the U.S. DoD authority for contracting and procurement policy.

U.S. DoD cybersecurity standards

Cyber hygiene is a major area of focus for the US DoD (and US government writ large). Effective 2020, the  DoD issued new rules for certain contracts involving DoD Controlled Unclassified Information (CUI), effectively
requiring demonstrated and verifiable compliance with cyber standard NIST SP 800-171.

Furthermore, the DoD is rolling out implementation of its new Cyber Security Maturity Model (CMMC) framework that will be a requirement of all DoD requests for proposals effective 2026. 

 

Dealing with militarily critical technical data?

Canadian and American contractors must be certified by the Joint Certification Program to bid and work on contracts and conduct research requiring access to militarily critical technical data.

Get certified through Public Services and Procurement Canada’s Joint Certification Program.

In order to comply with technical data control regulations and be able to examine, possess or transfer controlled goods in Canada, you also need to register with the Controlled Goods Program (CGP).

Need more information?

CCC offers assistance with opportunities within and outside of the U.S. military.

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