USFCR Blog

SAM.gov Registration in 2025: What They Don't Tell You About the Process

Last quarter, a contractor in Maryland called us after three failed SAM.gov registration attempts. When we looked at the file, the issue jumped out immediately. Their legal business name didn’t match IRS records by one character. This kind of problem is not rare. It’s common, it’s preventable, and SAM doesn’t warn you about it. After assisting with over 300,000 registrations since 2010, we know exactly where these registrations fall apart.

The Hidden Risks of Multi-Entity Contracting

Federal contracting opens the door to major growth, but it also comes with a long list of responsibilities that can quietly stack up, especially for businesses operating across multiple locations or working with subcontractors.

For many, the challenge isn't winning work. It’s staying compliant once the work begins.

Each registered entity tied to a federal contract must meet very specific conditions: active SAM registration, accurate business listings, proper set-aside certification (if applicable), and consistency across government-facing systems like DSBS and capabilities statements. If just one location falls out of step, or a subcontractor isn’t properly registered, it doesn’t just slow things down. It can bring the entire contract to a halt.

This isn't theoretical. It happens more often than people think.

How Federal Buyers Use DSBS for Market Research and Why Your Profile Matters

Why Contracting Officers Use DSBS

When agencies consider setting aside a federal contract for small businesses, they are required to use DSBS. This is not optional. According to FAR 19.203(d) and SBA regulations at 13 CFR 125.2, contracting officers must search both SAM and DSBS to find eligible vendors.

This requirement is tied to the Rule of Two. If they find at least two responsible small businesses that can perform the work, the contract is set aside for small businesses. If they do not, it can be released for full and open competition. That initial market research starts with a DSBS search.