Understanding the SAM.gov Connection

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

1. SAM.gov Data Retrieval 

During registration, Symphony requires the SAM.gov UEI (Unique Entity Identifier) and CAGE (Commercial and Government Entity) code to validate an organization. Symphony connects to SAM.gov and retrieves a preview of the SAM data.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 displays additional details. Changes must be made on SAM.gov prior to any 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, SAM.gov is the official system-of-record. 

Symphony has no affiliation with SAM.gov. 

We suggest the following steps to verify data on SAM.gov. 

Verification Steps: 

1. Visit SAM.gov 

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

• Organizations, team members, and MRCLs can only be added to Company assets by searching for an organization through its SAM.gov Unique Entity Identifier (UEI).
• The DUNS (Data Universal Numbering System) displays information for companies registered or awarded before April 1, 2022.
  

2. Search Records 

Use the SEARCH button to look up records by entity/company name or UEI.

3. Reviewing the SAM Data

A successful search provides an entity overview. 

• Confirm 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. POC Link 

During registration, Symphony assigns roles and permissions based on SAM’s POC data. 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 Sign in or 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) 

Changes and corrections to SAM data and Reps and Certs can be made in SAM before submission to ensure accuracy for the government’s records 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 data in SAM to reflect changes in Symphony (see Figure 3). Refreshing SAM data for contract holders may require a contract modification, Submit a ticket to the help desk outlining the updates.

• 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 evaluation procedures.
  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.