Notarized Document Submittal System for Award Management - New Entity Administrator Appointments

Forms and Documents

Document Name	Status
FINAL_ 3090-0317 Supporting Statement_01172025.docx Supporting Statement A	2025-01-28

IC Document Collections

IC ID	Document Title	Status
230795	Notarized Document Submittal System for Award Management - New Entity Administrator Appointments Other-Letter and Instruction	Modified

ICR Details

OMB Control No: 3090-0317	ICR Reference No: 202501-3090-001
Status: Received in OIRA	Previous ICR Reference No: 202111-3090-002
Agency/Subagency: GSA	Agency Tracking No:
Title: Notarized Document Submittal System for Award Management - New Entity Administrator Appointments
Type of Information Collection: Revision of a currently approved collection	Common Form ICR:  No
Type of Review Request: Regular	Date Submitted to OIRA: 01/28/2025

	Requested	Previously Approved
Expiration Date	36 Months From Approved	01/31/2025
Responses	139,027	686,400
Time Burden (Hours)	69,514	1,544,400
Cost Burden (Dollars)	24,738,033	73,195,500

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Abstract: As a result of GSA actively pursuing technical alternatives to the collection of this information for all non-federal entities, GSA seeks to refine the requirement previously adopted, where a risk-based approach was used to justify the collection of the entity administrator appointment letter (EAAL) for all new entities, and only employ this method to establish an Entity Administrator to an existing entity where the previous administrator is no longer on staff. This information is essential to GSA's acquisition mission to meet the needs of all federal agencies, as well as the needs of the grant community. A key element of GSA's mission is to provide efficient and effective acquisition solutions across the Federal Government. SAM is essential to the accomplishment of that mission. In addition to federal contracts, federal assistance programs also rely upon the integrity and security of the information in SAM. Without assurances that the information in SAM is protected and is at minimal risk of compromise, GSA would risk losing the confidence of the federal acquisition and assistance communities that it serves. As a result, some entities may prefer not to do business with the federal government. GSA established an Information Collection Request (ICR) to collect additional information to support increased validation of entities registered in the System for Award Management (SAM). This additional information is contained in a notarized letter in which an officer or other signatory authority of the entity formally appoints the administrator for the entity when an administrator is not available to perform that function for that entity. The original, signed letter is submitted electronically to the Federal Service Desk (FSD) for SAM when an administrator needs to be appointed for an existing entity. GSA is actively pursuing technical alternatives to the collection of this information for all non-federal entities. GSA seeks to refine the requirement and adopt a risk-based approach. In the interim, the collection of the notarized letter information is essential to GSA's acquisition mission to meet the needs of all federal agencies, as well as the needs of the grant community. A key element of GSA's mission is to provide efficient and effective acquisition solutions across the Federal Government. SAM is essential to the accomplishment of that mission. In addition to federal contracts, federal assistance programs also rely upon the integrity and security of the information in SAM. Without assurances that the information in SAM is protected and is at minimal risk of compromise, GSA would risk losing the confidence of the federal acquisition and assistance communities which it serves. As a result, some entities may prefer not to do business with the Federal Government.

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Authorizing Statute(s): None

Citations for New Statutory Requirements: None

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Associated Rulemaking Information
RIN:	Stage of Rulemaking:	Federal Register Citation:	Date:
	Not associated with rulemaking

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Federal Register Notices & Comments
60-day Notice:	Federal Register Citation:	Citation Date:
	89 FR 92688	11/22/2024
30-day Notice:	Federal Register Citation:	Citation Date:
	90 FR 8221	01/27/2025
Did the Agency receive public comments on this ICR? No

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Number of Information Collection (IC) in this ICR: 1

IC Title	Form No.	Form Name
Notarized Document Submittal System for Award Management - New Entity Administrator Appointments

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ICR Summary of Burden

	Total Request	Previously Approved	Change Due to New Statute	Change Due to Agency Discretion	Change Due to Adjustment in Estimate	Change Due to Potential Violation of the PRA
Annual Number of Responses	139,027	686,400	0	-547,373	0	0
Annual Time Burden (Hours)	69,514	1,544,400	0	-1,474,886	0	0
Annual Cost Burden (Dollars)	24,738,033	73,195,500	0	-48,457,467	0	0

Burden increases because of Program Change due to Agency Discretion: No

Burden Increase Due to:

Burden decreases because of Program Change due to Agency Discretion: Yes

Burden Reduction Due to: Cutting Redundancy

Short Statement: This is a revision of a currently approved public information collection. Where we used to collect Notarized Letters for each registration in SAM.gov, we now only collect them when the entity no longer has anyone with the needed Entity Administrator role to manage the record. Section 1, 3, 4, 5 and 6 were amended to reflect this change. The title was altered to reflect this change. All table data related to burden has been updated to reflect this change.

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Annual Cost to Federal Government: $2,546,568

Does this IC contain surveys, censuses, or employ statistical methods? No

Does this ICR request any personally identifiable information (see OMB Circular No. A-130 for an explanation of this term)? Please consult with your agency's privacy program when making this determination.     No

Does this ICR include a form that requires a Privacy Act Statement (see 5 U.S.C. §552a(e)(3))? Please consult with your agency's privacy program when making this determination.     No

Is this ICR related to the Affordable Care Act [Pub. L. 111-148 & 111-152]? No

Is this ICR related to the Dodd-Frank Wall Street Reform and Consumer Protection Act, [Pub. L. 111-203]? No

Is this ICR related to the American Recovery and Reinvestment Act of 2009 (ARRA)? No

Is this ICR related to the Pandemic Response? No

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Common Form ICR:  No

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On behalf of this Federal agency, I certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).

The following is a summary of the topics, regarding the proposed collection of information, that the certification covers:

(a) It is necessary for the proper performance of agency functions;

(b) It avoids unnecessary duplication;

(c) It reduces burden on small entities;

(d) It uses plain, coherent, and unambiguous language that is understandable to respondents;

(e) Its implementation will be consistent and compatible with current reporting and recordkeeping practices;

(f) It indicates the retention periods for recordkeeping requirements;

(g) It informs respondents of the information called for under 5 CFR 1320.8 (b)(3) about:

(i) Why the information is being collected;

(ii) Use of information;

(iii) Burden estimate;

(iv) Nature of response (voluntary, required for a benefit, or mandatory);

(v) Nature and extent of confidentiality; and

(vi) Need to display currently valid OMB control number;

(h) It was developed by an office that has planned and allocated resources for the efficient and effective management and use of the information to be collected.

(i) It uses effective and efficient statistical survey methodology (if applicable); and

(j) It makes appropriate use of information technology.

If you are unable to certify compliance with any of these provisions, identify the item by leaving the box unchecked and explain the reason in the Supporting Statement.

Certification Date: 01/28/2025

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