Central Contractor Registration Implemented for Federal Vendors
Web-based database provides single source vendor registration.

By Linda Cruse and Donna Leonard

In October, all federal agencies began participating in the Business Partner Network’s Central Contractor Registration (CCR) system maintained by the Department of Defense (DOD).

Any vendor interested in doing business with a federal agency must be registered in the CCR system, which is an electronic Web-based or server-based service providing information on more than 290,000 registered vendors. Well-established and widely used, the system provides fast and free vendor registration.

The system streamlines the acquisition process, broadens the use and reliance upon e-business applications and eliminates the need to maintain paper-based sources of contractor information.  

Through Electronic Funds Transfer (ET), the CCR database also serves as a single source of vendor data for award and payment action. To receive a federal award and subsequent payment, vendors must be registered in the CCR system.

Searchable Database
The CCR system is a searchable database, which is designed to provide government agencies with vendor information for procurements.

CCR information is the most up-to-date and complete data available. As a single validated source of data on contractors doing business with the federal government, the CCR database enables prospective contractors to register and update their information, as often as necessary, without any financial cost. Contractors can register at http://www.ccr.gov.

Following agency procedures, contracting officers are now able to access contractor data and industry information for contracting opportunities less expensively and more efficiently, and can search the database to find registered vendors for a specific project.

In the past, vendors were encouraged to contact specific federal government agencies to register on their bidders-vendors mailing list. That process has been streamlined because now only one online registration is required.

The CCR will not create a total electronic commerce environment, but will help provide a basic framework, which will allow migration to a total electronic commerce environment. There are other projects that are completed (e.g., FedBizOpps) or in the planning stages, which are complementary and also will become part of the total electronic commerce initiative.

Registration Encouraged
CCR impacts the acquisition process as follows:

• Vendors register their business profile in only one government database. Vendors are required to update the information every 12 months to remain active, and are responsible for the accuracy of their information at all times.
• Although vendors are required to maintain their data, CCR does not alleviate any contractor from providing any contractual changes to the contracting officer for appropriate processing. Contracting officers will use that database to obtain vendor information for market research, building source lists, making payments and providing some of the required Federal Procurement Data System-New Generation (FPDS-NG) information.

Registration Steps
All businesses must complete a one-time business registration, as well as annual updates. The first step in the registration process is to obtain a D-U-N-S identification number (if your company doesn’t already have one). The D-U-N-S number is free and can be obtained by calling D&B at 1-800-333-0505 and requesting a free D-U-N-S number for government contracting. Then, businesses can register in the CCR at http://www.ccr.gov.

A CCR handbook is available on the Web site to assist with registration. If you need additional help, call 1-888-227-2423 or contact your local Procurement Technical Assistance Center (PTAC). If your business is located in Kansas, contact Jesse James at the Heartland PTAC. In Missouri, contact Donna Leonard at the Missouri PTAC. The contact telephone number for both PTACs is (816) 235-2891.

When you go to the CCR Web site, you’ll be asked for your D-U-N-S number. Then you’ll be assigned a temporary confirmation number. Write down the temporary confirmation number for later reference.

There are five screens of information to complete. Once your registration is active, a welcome letter or electronic mail notice will be sent to you, providing you with your company’s Trading Partner Identification Number (TPIN). Your TPIN is your permanent password and is required to make changes to your registration and annual renewal.

Verification
Vendors will appear in the CCR when they have completed all of the mandatory information and the government has completed its validation of the information.

A vendor record is then considered  “active” and will be available for viewing in the CCR.

Contracting officers will have to verify a vendor has registered before awarding (or modifying) a contract, including the basic agreement, basic ordering agreement or blanket purchase agreement.  

Contracting officers also will need to verify (by D-U-N-S number) the contractor’s exact name and address and socio-economic choices at minimum. If the offer and the CCR record does not match, the company will need to contact the contracting officer to update its record.
    
Linda Cruse is managing editor of Kansas City Small Business Monthly. Donna Leonard is the director of Missouri Procurement Technical Assistance Center. Donna can be reached at (816) 235-2891.