Information for Registering in Government Systems
In order to obtain a DD2345, an organization is required to have a Commercial and Government Entity (CAGE) code. An organization must register in the System for Award Management (SAM) in order to obtain a CAGE code. Lastly, in order to register in SAM, an organization will first need to receive a Dun and Bradstreet number (DUNS). Your business Tax ID number, bank account, bank routing number and business address are also necessary.
The information below provides the necessary links and instruction in order to complete the above process. Should you have any questions on this process please contact SpEC-CM@ati.org.
Dun & Bradstreet:
Within the D&B website you will be asked to answer several questions about your company in order to create a profile. Once you complete your registration you should receive your 9-digit DUNS number via email within 5 business days.
https://fedgov.dnb.com/webform
Click on Begin D-U-N-S Search/Request Process
On the next screen select the country or Territory where your company is physically located and you will be taken to https://iupdate.dnb.com/iUpdate/webformHome.htm.
Select Continue to Government iUpdate
Select Find DUNS or Request New DUNS. The next screen asks you to enter your Business Name, City and State and perform a search in order to see if your company is currently listed in D&B.
If your Business does not appear in the search, then proceed to Request a D-U-N-S Number.
You will be taken to a form to complete with information about your company. Once you complete the form you will click the “NEXT” button and be taken through the review process, request for confirmation and then your order will be complete.
System for Award Management (www.sam.gov) 866-606-8220
First you will need to create an Individual Account if you do not have one. Once you have an account you can register your Entity.
From the Sam.gov user guide:
The above link will take you to the help page which contains several help documents with screenshots as well as demonstration videos. Further www.sam.gov help can be found at www.fsd.gov.
Military Critical Technical Data Agreement (Form DD2345)
SpEC members are required to maintain an active DD2345. United States (U.S.)/Canada Joint Certification Program (JCP) certification establishes the eligibility of a U.S. or Canadian contractor to receive technical data governed, in the U.S., by Department of Defense (DOD) Directive 5230.25 and, in Canada, by the Technical Data Control Regulations (TDCR). Certification is required for United States (U.S.) or Canadian contractors who wish to obtain access to unclassified technical data disclosing militarily critical technology with military or space application that is under the control of, or in the possession of the U.S. Department of Defense (DOD) or the Canadian Department of National Defense (DND). In order to obtain a certification, contractors must submit a DD2345 Form to the United States (U.S.)/Canada Joint Certification Office, along with supporting company documentation. Please visit the DLA website for more information regarding the DD2345 process, including the form itself as well as instructions and FAQs. According to the JCP’s website, the processing time for DD2345 Form applications fluctuate depending on delivery method to their office and the volume of applications received. If there are problems with the application, e.g. incomplete or incorrect information, delays will occur. The website includes tips for avoiding these mistakes. Recent experience indicates a range of a few days to a few weeks.
A DD Form 2345 is required by U.S. contractors that wish to obtain access to unclassified technical data disclosing militarily critical technology with military or space application that is under the control of, or in the possession of the U.S. Department of Defense (DoD).
The below information is taken from the DLA Logistics Operations Joint Certification Program website.
What is the purpose of United States (U.S.)/Canada Joint Certification Program (JCP) certification?
JCP certification establishes the eligibility of a U.S. or Canadian contractor to receive technical data governed, in the U.S., by Department of Defense (DOD) Directive 5230.25 and, in Canada, by the Technical Data Control Regulations (TDCR).
Why is certification required?
Certification is required for United States (U.S.) or Canadian contractors who wish to obtain access to unclassified technical data disclosing militarily critical technology with military or space application that is under the control of, or in the possession of the U.S. Department of Defense (DOD) or the Canadian Department of National Defence (DND).
Who assigns and maintains certification numbers?
The United States (U.S.)/Canada Joint Certification Program (JCP) located at the DLA Logistics Information Service in Battle Creek, MI is the only authorized source of certification numbers.
Is there a fee for certification?
No, at this time, there are no associated fees related to the assignment/maintenance of certification numbers.
How do I get a certification number?
Contractors must submit a DD Form 2345 to the United States (U.S.)/Canada Joint Certification Office, along with a copy of:
- The company’s State/Provincial License
- Incorporation Certificate
- Sales Tax Identification Form
- Any other documentation that verifies the legitimacy of the company.
Where do I send my completed DD Form 2345?
Send your completed form as a PDF attachment by email to JCP-ADMIN@dla.mil or by mail or courier, to the address indicated at the top of the DD Form 2345:
U.S./Canada Joint Certification Office
DLA Logistics Information Service – VBA
Federal Center, 74 Washington Ave., North
Battle Creek, MI USA 49037-3084
Can I fax or email my completed DD Form 2345?
Our processes here at the JCP have evolved along with the climate of world affairs, resulting in our processes becoming even more security stringent to protect the controlled Unclassified Militarily Critical Technical Data (MCTD) and technologies.
Thankfully, we have begun the transition to the joining the rest of the world in the 21st century and we are on the verge (in the near future) of going fully digital with a web based platform. Until that is fully realized, we are currently accepting email applications (with the DD Form 2345 and supporting documents as pdf attachments). This move to email submissions, helps to cut costs to the applicants and the JCP Office; also, turnaround time is significantly reduced from snail mail days.
How long does it take to process my DD Form 2345?
JCP work each and every submission/application in the order they were received in.
The times for processing DD Form 2345 submissions/applications fluctuate depending on delivery method to our office and the volume of submissions/applications received.
Our objective at the Joint Certification Program Office is to review new submissions/applications as quickly as possible and return it to the Data Custodian within five to ten business days.
When we receive a new submission/application it is entered into our data base to begin the review process for accuracy and validity.
- If our research indicates the form needs to be corrected or further validated, we will send it back to the Data Custodian in an email outlining our findings.
- If our research shows everything is in order, we will send the Data Custodian a certified copy of the DD FORM 2345 and an approval letter via email.
Completing the forms properly and meeting all requirements, helps ensure a submission/application is processed on time.
The DD Form 2345’s instructions on the back of the form are out of date – but due to the length of time it takes to negotiate the red tape to get the fix in place – we decided to create a separate set of instructions (they are on the website) that we send out to anyone that has not gone to our updated website and needs to make corrections to their submission/application.
Each part of the DD Form 2345 is broken down and specific instructions are provided, so that all the information is easy to understand in order to fill the form out – with less chance of having to make corrections.
How can an enterprise determine if it already has a Commercial and Government Entity (CAGE) Code?
By searching for the company name using the Business Identification Number Cross reference System (BINCS).
How does a United States (U.S.) company obtain a Commercial and Government Entity (CAGE) Code?
By registering in the System for Award Management (SAM) U.S. companies will automatically be assigned a CAGE Code for the physical address recorded in the SAM.
How does a Canadian company obtain a Canadian assigned North Atlantic Treaty Organization (NATO) Commercial and Government Entity (NCAGE) Code?
By completing and submitting the Canadian NATO CAGE Code request form.
How do I update or correct the information in my existing certification?
Complete, sign and forward a revised DD Form 2345 by email to JCP-ADMIN@dla.mil or by mail or courier to:
U.S./Canada Joint Certification Office
DLA Logistics Information Service – VBA
Federal Center, 74 Washington Ave., North
Battle Creek, MI USA 49037-3084
Note: In Block 1, Type of Submission, check box “b” for Revision. For company name or address changes, include supporting documentation.
What is a Directly Arranged Visit (DAV)?
The United States (U.S.) and Canada have agreed that the Joint Certification Program (JCP) certification process can be used to facilitate visits to U.S. or Canadian military installations that involve access to unclassified technical data.
Activities intended to be covered through the DAV process include:
- Procurement activities such as pre-solicitation conferences
- Discussions related to unclassified solicitations
- Collection of procurement unclassified documents (RFQ’s, RFP’s, bid sets, etc.)
- Performance of an unclassified contract
- Scientific research, in a professional capacity, in support of unclassified U.S. or Canadian defense initiatives
- Attendance at restricted meetings, conferences, symposia, or program briefings where technical data governed by Department of Defense (DOD) Directive 5230.25 or Canadian Technical Data Control Regulations (TDCR) will be presented
How do I obtain assistance if my question is not addressed above?
We have two email addresses now for the convenience of our customer’s needs:
JCP-HELPDESK@dla.mil for all questions, concerns, or issues concerning the JCP. (this is the quickest route for answers to questions)
JCP-ADMIN@dla.mil for DD Form 2345 submissions and revisions.
Other Frequently Asked Questions:
Are there membership dues?
Member companies pay annual dues to belong to an OT-based collaboration.
How much are membership dues?
Dues vary depending on company size, please refer to the Consortium Membership Agreement (CMA).
What do membership dues and project award assessments pay for?
Annual dues and project award assessments pay for consortium activities, such as but not limited to: consortium support, meeting costs and support, member application processing, membership management (“good standing” tracking, etc.), executing and managing the financial processes, dues and assessment invoicing and collection, communications efforts, business development and strategic planning efforts, maintaining public and private websites, and supporting any other subcontractors.
How long will it take to get the membership application approved after a company submits?
Typically, one week or less if an application is complete. If an application is incomplete, the Consortium Management Firm will call the applicant to discuss any missing elements.