Attachment_C_-_Security_Clearance_and_Badging_Information.pdf

SECURITY CLEARANCE AND BADGING INFORMATION

Conducting the Suitability Determination and Security Clearance

All PerSCs on the contract shall have at least a Tier 2 MBI Security Clearance from FOH. The COR will provide to the Contractor after contract award a badging packet to be completed by each contract employee to work on the contract.

Contractor shall submit a complete package to the COR or designee FOR EACH applicant within ten

(10) business days of receipt of package. Contractor shall submit a complete package FOR EACH new hire throughout the life of the contract. Contractor shall review each package submitted for each applicant to ensure accuracy. Any incomplete package will be rejected and sent back to the Contractor for correction. If a package for an individual has to be resubmitted, then a disincentive will be assessed against the Contractor as per Section C.11.2.

Badging Process

1. Contractor shall submit a complete package for each applicant. Special instructions on how to fill out the different documents are found in Attachment A. Below are the list of documents required to be filled out:

Cover Sheet

HHS 828

HHS Rules of Behavior Signature Page

Security and Privacy Awareness Training Certificate of Completion

Records Management Training Certificate of Completion

HHS FCR - FAIR CREDIT REPORTING DISCLOSURE

OF306 – Declaration for Federal Employment

Current Resume

Non-digital Fingerprint Cards (2)

2. Applicants may receive multiple emails within fourteen (14) calendar days after submitting a completed package.

Enrollment with OSSI o Emails will be sent to the applicants from HSPD-12 Services (Check Spam/Junk Mail folders) o Applicants will be required to get digital fingerprints and a photo for their FOH badge

EQIP

o Emails will be sent to applicants from Personnel Security Specialists (Check Spam/Junk folders) o Applicants must complete the EQIP process within the time frame specified in the email.

EQIP will close after specified timeframe and applicant will be non-compliant if they have not completed and submitted the EQIP. Failure to complete and submit the EQIP within the specified timeframe will result in financial penalties to the Contractor

NOTE: It is the responsibility of the Contractor to ensure applicants complete within the timeframe allotted. If not, EQIP self-terminates and applicant will need to submit a new complete package (See

Badging Process 1.a-i)

3. Start Dates of New Applicants

Adjudication shall occur prior to applicants starting work.

The Contractor is hereby notified that this security adjudication process may take up to 60 days after submission a completed package. In no uncertain terms does the Contractor have claim to a request for an equitable adjustment of this 60 day process.

o No PerSC shall review any Personally Identifiable Information or Personal Health

Information within a SPS prior to adjudication.

o No PerSC shall enter a SPS without adjudication.

Badging Penalties

Penalties shall be assessed to the Contractor for the following failures:

Complete Package – Failing to submit an accurate and completed package o Penalty – $200/package each time FOH has to send back a package to the Contractor for correction

EQIP – Failure to complete the EQIP portion of the badging process in the time frame specified o Penalty - $880/person each time the eQIP is not completed and returned on time.

Employee leaves within two (2) years of starting with FOH o Penalty - $2,300/person

NOTE - Penalties will be assessed on the following month’s invoice as an invoice deduction.

Additional Badging Requirements for Other Agencies

In addition to receiving a Tier 2 MBI Security Clearance from FOH, Contractors are also advised that

Federal Government security requirements may dictate the necessity for the Contractor and/or PSERVs to obtain higher-level security clearance (i.e., top secret, secret, etc). In the event that these higher-level security clearances become necessary, the Contractor shall be required to obtain a Facilities Clearance in accordance with the National Industrial Security Program. COR or designee will assist the Contractor in completion and submission of the appropriate security clearance forms to the Office of Personnel

Management, Defense Security Service. Agencies that may require their own badging process are – but not limited to – the following:

Customs and Border Patrol (CBP)

Center for Disease Control (CDC)

Defense Intelligence Agency (DIA)

Federal Bureau of Investigation (FBI)

Internal Revenue Service (IRS)

Secret Service (SS)

Social Security Administration (SSA)

Attachment A: SPECIAL INSTRUCTIONS FOR COMPLETING FORMS

A. Cover Sheet

Must be filled out and attached to the front of the package

B. HHS 828

Instructions to fill out the HHS 828 Form (Please type all information):

1. All new applicants will select “New Applicant” and “Full Investigation”

a. Page 4

i. Fill in the date submitted

ii. Field 1. Select HSPD-12 Badge – New Applicant (drop down box)

iii. Field 2. Select Full Investigation

iv. Fields 3 – 11. Complete the information requested

1. Field 4. If no middle name, write “NMN”

2. Field 6. Position Title – must be completed

3. Field 7. Work Location: Site Code, address, city, state and zip code

4. Field 8. Phone number

5. Field 9. Email

6. Field 10. Leave Blank

7. Field 11. Write firstname.lastname@itsc.hhs-itsc.local

v. Answer Questions 26 – 33

b. Page 5

i. Fields 34 – 36. Please enter your vendor information

c. Page 6

i. Fields 63 and 64. Sign and Date (can be electronic signature)

d. Page 7

i. Fields 1 – 11. Complete the information requested

ii. Field 2. If no middle name, write “NMN”

iii. Field 15 – Answer “yes” if you currently have a federally-issued ID from another agency

iv. Field 20. Leave Blank

v. Field 21. Write firstname.lastname@itsc.hhs-itsc.local

vi. Field 34. Emergency Responder – Answer “Yes” or “No”

C. HHS Rules of Behavior Signature Page

Complete.

D. Security and Privacy Awareness Training Certificate of Completion

Complete. Dates must be filled in and signed / dated by applicant

E. Records Management Training Certificate of Completion

Complete. Dates must be filled in and signed / dated by applicant

F. HHS FCR – FAIR CREDIT REPORTING DISCLOSURE

Complete. Must include applicants’ full name; if an applicant does not have a middle name write

“NMN” (No Middle Name)

G. OF306 – Declaration for Federal Employment mailto:firstname.lastname@itsc.hhs-itsc.local mailto:firstname.lastname@itsc.hhs-itsc.local

Instructions to fill out the OF306 Form (Please type all information):

1. Must include applicants’ full name; if an applicant does not have a middle name write

“NMN” (No Middle Name)

2. Social Security Number entered

3. INFO

a. Place of Birth include city and state or country

b. Yes or No, if No provide country of citizenship

4. Date of Birth entered

5. Other Names Used: nick names, maiden, etc

6. Phone numbers - enter info

7. Selective Service Registration:

a. Male born after 12/31/1959 select Yes or No (IF NO, proceed to 8)

b. Have you registered with the Selective Service, select Yes or No (IF No, proceed to

7c)

c. If “NO” describe your reason (s) in number 16

8. Military Service, have you serviced Yes (enter info on table) or No

9. Enter Yes or NO – if Yes explain in number 16

10. Enter Yes or No – if Yes explain in number 16

11. Enter Yes or No – if Yes explain in number 16

12. Enter Yes or No – if Yes explain in number 16

13. Enter Yes or No – if Yes explain in number 16

14. Enter Yes or No – if Yes explain in number 16

15. Enter Yes or No – if Yes explain in number 16

16. Explanations required to complete if the needed to be completed

17. Signature

a. Applicant signs here and dates the form

H. Resume

For each applicant, the Contractor shall submit a resume with complete mailing addresses (address, city, state) for each employer and education listed

I. Non-digital Finger Print Cards

Two (2) cards must accompany the paperwork