7_2_Vendor Security Training_6_2021.pptx

U.S. General Services Administration Vendor Training

Vendor Training Agenda

Approval Process

Prime Expectations

Applicant Forms

Fitness Determination Overview

Contacting the Help Desk

HSPD-12 East – (Regions 1, 2, 3) Phone: 617-565-2051 Email: zoneA-hspd12@gsa.gov Lead: Tom Heinze HSPD-12 Central – (Regions 4, 5, 6) Phone: 312-886-1189 Email: zoneC-hspd12@gsa.gov Lead: Drew McCullah

HSPD-12 West – (Regions 7, 8, 9, 10) Phone: 415-844-9759 Email: zoneD-hspd12@gsa.gov Lead: Cheri Tow HSPD-12 CO/NCR – (NCR , Central Office) Phone: 202-501-4459 Email: hspd12.security@gsa.gov Lead: Phil Ahn

Requesting Official Training Manual Reference Pages: (p. 4)

Vendor Prime Expectations Contract Award Completes Requesting Official Contractor Approval List (ROCAL) for Prime and all subcontractors Coordinates facility access requirements with GSA POCs Throughout the contract life Facilitates fitness determination paperwork for all employees and subcontractors Submits updated ROCAL as needed Submits Applicant CIWs to HSPD-12 Help Desk for each contract Tracks progress and follows up with applicants (30 days to complete all requirements) Contacts HSPD-12 Help Desk for status of pending applicants, as needed. (Email Subject: Status: Applicant – Contract #) Contract Close-Out Returns GSA Credentials when individuals are no longer working on GSA project.

Completes CIW Template (1 Business Day)

Initiates Vendor Training (3-5 Business Days)

Authorizes RO Approval List

Completes CIW

Requesting Official Zone Help Desk PRIME/Applicant

OPM

RO Approval List

Authorized to Sponsor (1-2 Business Days)

Fingerprint Enrollment

E-QIP

(7 Business Days)

Initial Investigation (3-5 Business Days)

Help Desk Support

Updates GCIMS

Notified

Fitness Determinations Overview

Contractor Information Worksheet (Template) STEP 1 – GSA RO completes the following sections:

#2 – Contract Information #3 – RWA (If applicable) #4 – Project/Work Location #6 – GSA Requesting Official Information Note: Vendor and GSA POCs identified in sections 2 and 6 will receive all HSPD-12 communications for applicants (i.e. Sponsorship, Follow-up, Enter on Duty) STEP 2 – GSA RO submits CIW Template to HSPD-12 Help Desk STEP 3 – HSPD-12 HELP DESK contacts the Vendor Prime, provides CIW Template, ROCAL, Vendor Training Material, and supplemental fitness determination forms.

Requesting Official (RO) Contractor Approval List STEP 1 – VENDOR identifies projected personnel and completes Prime section.

STEP 2 – VENDOR submits to GSA Requesting Official (RO) for approval.

STEP 3 – GSA RO reviews and completes Investigation Type and credential (GAC/PIV) requirement.

STEP 4 – GSA RO submits to HSPD-12 Help Desk. (ROCAL MUST come from GSA RO to be considered valid) Note: CIWs will not be accepted and processed from vendor until receipt of ROCAL from RO, with appropriate names listed.

Requesting Official (RO) Contractor Approval List

- Must match Applicant CIW Projected Dates: Start and Finish Date for project work Date Removed: Leave blank until removed from project Ok to provide a date range, update actual dates as known.

HSPD-12 Help Desk can only approve 15 cumulative days every 6 months

Approved Access Types

Short-term investigation for contractors working less than 6 months Short-Term Investigation

SAC

Short-term work up to 15 days per 6 month period No Investigation Escort

Will remain open in JPAS and CATS for immediate action by PSMO-I and the DoD CAF.

Investigation for contractors working more than 6 months Tier 1 – (NACI – National Agency Check and Inquiries) Tier 2s – MBI* Tier 4 – BI*

* Requires Team Lead Approval Long-Term Investigation Tier 1 (or Above)

Escort Procedures

VENDOR REQUIREMENTS

Identifies ESCORT on ROCAL Submits Applicant CIWs to HSPD-12 Help Desk 3-5 business days prior Email states exact dates to be escorted

LIMITATIONS

Escorted access up to 15 cumulative days within a 6-month period.

Ratio: 5-7 people per credentialed escort/maintain line of sight Individuals in the process of completing a GSA fitness determination are not allowed to be escorted.

The person doing the escorting must be either a federal employee, FPS security contractor, or GSA contractor who is in possession of a GSA issued PIV credential.

Escorted personnel must have no prior findings of UNFIT and cannot be currently “Waiting for Final”

Escort Approval Process

* Not all facilities allow escorted access STEP 1 – VENDOR submits Applicant CIWs for personnel being escorted to HSPD-12 Help Desk 3-5 business days prior.

(Email Subject: Escort Request – Contract #) STEP 2 – HSPD-12 HELP DESK checks escort is authorized and sends email to Vendor/GSA POCS, as follows:

Special Agreement Check (SAC) Contractors working less than 6 months.

Expires at 180 days (6 months) from the date of the enter on duty determination.

GSA currently has no credential/badge requirement.

Contractors will coordinate with their Requesting Official for facility access requirements.

SAC Approval Process STEP 1 – VENDOR submits Applicant CIW and OF-306 to HSPD-12 Help Desk. (Email Subj: CIW Approval – Contract #) STEP 2 – HSPD-12 HELP DESK checks CIW and OF-306 for errors, and processes as appropriate.

STEP 3 – APPLICANT and contract POCs receive Sponsorship/instructional emails.

STEP 4 – APPLICANT enrolls at a “SHARED” MSO Credentialing Center for fingerprints. (Check with HSPD-12 Help Desk if prior enrollment applies)

STEP 5 – HSPD-12 HELP DESK sends SAC Determination Email (Final Communication) *Typically 3-5 Business days from accepted package

Tier 1 Background Investigation (National Agency Check and Inquiries) Contractors working more than 6 months or requiring GSA network access.

Less than 2 years Break in Service: New CIW required; however, no reinvestigation requirement. Previous fitness determination may be validated by the Office of Mission Assurance for new continuous contractual work requirements.

Contractor may be issued a GSA Access Card (RO decision) or may need to coordinate with their Requesting Official for facility access.

PIV cards will typically be shipped to credentialing site nearest work location listed on CIW.

Tier 1 Approval Process STEP 1 – VENDOR submits Applicant CIW to HSPD-12 Help Desk. (Email Subj: CIW Approval – Contract #) STEP 2 – HSPD-12 HELP DESK checks CIW for errors, sponsors applicant.

STEP 3 – APPLICANT and contract POCs receive Sponsorship emails.

Fingerprint Enrollment E-QIP Invite/Contact HSPD-12 Help Desk for registration code STEP 4 – APPLICANT enrolls at a “SHARED” MSO Credentialing Center for fingerprints. (Check with HSPD-12 Help Desk if prior enrollment applies) STEP 5 – APPLICANT completes e-QIP, uploads OF-306 and GSA 3665, certifies and releases e-QIP to OPM.

STEP 6 – HSPD-12 HELP DESK sends Enter on Duty Determination Email (Initial Communication) *Typically 3-5 Business days from accepted package STEP 7 – HSPD-12 HELP DESK sends Final Fitness Determination Email (Typically takes 3-24 months) *IF applicant receives communication for follow up with OPM and does not respond, may result in UNFIT determination and removal from project.

Contractors with Prior GSA Investigations STEP 1 – VENDOR submits Applicant CIW to HSPD-12 Help Desk.

(Email Subj: CIW Approval – Contract #)

STEP 2 – HSPD-12 HELP DESK updates applicant’s security record.

*Security Record must show contract work within past 24 months, or new investigation will be required.

STEP 3 – HSPD-12 HELP DESK notifies applicant and contract POCs with contract approval emails.

APPLICANT FORMS

Contractor Information Worksheet (CIW)

(All Applicants) Required Field (Non-U.S. Citizens)

Contractor Information Worksheet (CIW) CIW forms received for applicants not identified on the ROCAL will be rejected.

Any modifications to the contract that affect the contract end date, GSA or vendor POCs, contact information, etc. require a new CIW Template be submitted to the HSPD-12 Help Desk.

A CIW submission is required for every GSA work obligation that a contractor completes on behalf of GSA; ex. Credit card, task order, RWA.

CIW - Full Legal Name / Place of Birth

Full Legal Name

Middle Name: If no middle name “NMN” Blank and/or only Initial will delay applicant processing Indicate “Initial Only” if applicable

Place of Birth

CIW – Non U.S. Citizens Country of Citizenship and U.S. Citizenship fields must be consistent

U.S. Location - https://www.cbp.gov/contact/ports

Date of Entry/3 Years of U.S. Residency (https://www.uscis.gov/) “Continuous residence” means that the applicant has maintained residence within the United States for the required period of time shown above.

Extended absences outside of the U.S. may disrupt an applicant’s continuous residence. Absences of more than six months but less than one year may disrupt an applicant’s continuous residence unless the applicant can prove otherwise, (see legal basis, see policy manual)

Alien Registartion Number: "A" followed by eight numbers. For example: A12 345 678. Some recently-issued A numbers consist of an "A" followed by nine digits.

For example: A 200 345 678.

Forms: OF-306 Unsure? Verify Online on the Selective Service System (https://www.sss.gov/Home/Verification)

Common mistakes:

John I Doe (Does not indicate Initial Only) John Doe (No Middle Name) Jonny Doe – (Nickname does not match legal name)

Form valid 30 days from signature Scan quality must be legible

Forms: OF-306

Forms: e-QIP (Tier 1 and above)

APPLICANT is Sponsored for e-QIP Receives Registration Code Creates e-QIP account SSN to Locate Account DO NOT WAIT for access into e-QIP. Contact HSPD-12 Help Desk if you do not receive a Registration Code within 24 hours of receiving instructional email.

- Complete questionnaire

- Attach GSA 3665 and OF-306

- Complete Fingerprint Enrollment 4 - Certify and Release to OPM

(https://www.opm.gov/e-QIP/browser-check.asp) If applicant requires assistance entering data into online e-QIP application, they must be present when the individual submits their application to OPM.

Most common reasons for delay:

Failure to submit online e-QIP application Failure to upload the required OF306 or GSA3665

Recommend providing applicants an SF-85 (as a worksheet only) to assist with the e-QIP application.

HSPD-12 Help Desk Services:

Registration Codes, Account Access Issues Assistance to the applicant during e-QIP process (do not call OPM directly)

Applicants are provided 2 account re-initiations for terminated e- QIP applications (30 days to complete per invite). Subsequent requests will be denied for a period of 1 year.

Forms: E-QIP Assistance

Forms: Encryption

Zip PII files (CIW/OF306) Password Protect Send password in separate email

Fingerprinting and Enrollment Locate a center and schedule an appointment: http://www.fedidcard.gov/

Fingerprinting and Enrollment

Two forms of ID required: Primary and Linking documents.

Select a “shared” location.

Authorization Determinations

* Coordinate with GSA RO for individual facility access requirements ESCORT – Authorization email from HSPD-12 Help Desk

SAC

Enter on Duty – Individual allowed to start work (final communication) Unfit Determination – Not authorized to work GSA Contract Tier 1 & Above Enter on Duty – Individual allowed to start work Must Wait for Final – individuals receiving this notice are not authorized to work, even with an escort.

Final Fit – final results for those working more than 6 months.

Final Unfit – individuals receiving this notice are not authorized to work, even with an escort. Must wait 1 year before reapplying to work on GSA contracts. GSA credentials must be returned immediately.

Contract Closeout Provide GSA Point of Contact with Final ROCAL Return GAC/PIVs to GSA Requesting Official Document Uncollectable/Lost/Missing GAC/PIV Identify Contractors with continuing active GSA work

Summary Prime Vendor Responsibilities:

Oversight and management of security requirements Requesting Official Approval List and applicant CIWs Applicant assistance and follow-up Return of GSA credentials for those leaving contract

HSPD-12 Help Desk Services:

Facilitate vendor training and provide direct applicant assistance Name Changes Place of Birth Corrections e-QIP Registration Code issuance Username/password resets Cancelling cases Other issues with investigation process

Acronyms CIW: Contractor Information Worksheet e-QIP: Electronic Questionnaire for Investigation Processing GAC: GSA Access Card GCIMS: GSA Credential & Identity Management System HSPD-12: Homeland Security Presidential Directive 12 MSO: Managed Service Office OMA: Office of Mission Assurance OPM: Office of Personnel Management PIV: Personal Identity Verification, also known as GAC, HSPD-12 Credential RO: Requesting Official ROCAL: Requesting Official Contractor Approval List SAC: Special Agreement Check

Questions?

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