Reps and certs are pass or fail

Representations and certifications, often called reps and certs, are statements your business makes to the government. They cover your size, your ownership, your tax status, certain equipment you use, and whether you have been suspended or debarred, among other things.

They are not scored. They are pass or fail. A missing or wrong answer can make your offer ineligible, and a false statement to the government can bring serious penalties.

Where you make them

• In SAM.gov. Your registration includes a standard set of reps and certs. Update them when facts change, and at least once a year. Buyers rely on them for each offer you send. SAM.gov registration is free.
• In each solicitation. Many solicitations add reps that apply only to that contract. For commercial buys, FAR 52.212-3 is the main set. A formal RFP often has a Section K.

Answer each one knowingly

• Read every question. Do not click through.
• Answer from facts you can prove today.
• Never leave one blank.
• Never plan to fix one after you submit. Submit it right the first time.
• If a question is unclear for your situation, ask the contracting officer before the question deadline.

Common traps

Size. You state whether you are small under the notice's NAICS code. Count your affiliates. See NAICS codes and size standards.

Status boxes. Small disadvantaged, veteran-owned, women-owned and similar statuses are formal statements. Check a box only when it is true under the current rules.

Telecommunications equipment (Section 889). You must say whether you use or provide certain telecommunications or video surveillance equipment or services from named companies, including Huawei, ZTE, Hytera, Hikvision and Dahua, and their affiliates. Low-cost security cameras and network gear are the usual surprise. Check every device your business uses, not only what you would deliver.

Other banned products. Rules also cover Kaspersky software, and TikTok or other ByteDance apps on devices used for the contract.

Data rights. Some reps ask about software or data you would deliver with restrictions. Where the form allows it, describe what you will assert instead of giving a flat "No" that may not be true.

Integrity. Questions about suspension, debarment, terminations and certain legal matters must be answered exactly as worded.

Keep a reps file

Save a copy of your SAM.gov reps with the date you last updated them, plus notes on any answer that needed research. When a solicitation adds new reps, put them in your compliance matrix with an owner.

Signing is your decision

Only someone with authority in your business should sign or certify. Victavio never signs, certifies or submits anything for you.