7.1 Vendor Security Training.pdf

U.S. General Services Administration

Vendor Training

Vendor Training Agenda

Approval

Process Prime

Expectations Applicant Forms

Fitness Determination

Overview

Contacting the Help Desk

Zone A – (Regions 1, 2, 3)

Lead: Tom Heinze Phone: 617-565-2051

Email: zoneA-hspd12@gsa.gov

Zone B – (Regions 4, 7)

Lead: Cheri Tow Phone: 404-331-1002

Email: zoneB-hspd12@gsa.gov

Zone C – (Regions 5, 6, 8)

Lead: Connie Chidester Phone: 312-886-1189

Email: zoneC-hspd12@gsa.gov

Zone D – (Regions 9, 10)

Lead: Kristy Frost Phone: 415-844-9759

Email: zoneD-hspd12@gsa.gov

Zone E – (NCR , Central Office)

Lead: Phil Ahn Phone: 202-501-4459

Email: hspd12.security@gsa.gov

• Applicant CIW

• Applicant Assistance

• Status Requests

• CIW Template

• ROCAL

• Contract Status

GSA Requesting Official Vendor POC / Applicants

Fitness Timeline

Background

Investigation

Requested

Applicant submits complete CIW

Applicant Enrolls at MSO Station

Applicant completes E-QIP

Awaiting Adjudication

Authorized to work on

Government Contract

45 DAYS*

RO Sponsors Enrollment

* E-QIP and enrollment most common delay

3-5 DAYS

~ 1 WEEK 1-2 WEEKS

*Average timeline prior to Zonal Process

Objective Timeline: 15-21 days

Vendor Prime Expectations

Contract Award

Completes Requesting Official Contractor Approval List (ROCAL) for Prime and all subcontractors

Coordinates facility access requirements with GSA POCs

Applicant Fitness Determination Process

Facilitates fitness determination paperwork for all subcontractors

Submits Applicant CIWs to Zone Help Desk for each contract

Tracks progress and follows up with applicants (e-QIP applicants have 30 days to complete as of September 1, 2017)

Contacts Zone Help Desk for status of pending applicants, as needed. (Email Subject: Status: Applicant – Contract #)

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 (1 Business Day)

Completes

CIW

(1 Business Day)

R e q u e s ti n g

O ff ic ia l Z o n e H e lp

D e s k

P R

IM

E

/A p p li c a n t O

P M

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 Zonal communications for applicants (i.e. Sponsorship, Follow-up, Enter on Duty)

STEP 2 – GSA RO submits CIW Template to Zonal Help Desk

(Email Subj: CIW Template Contract #)

STEP 3 – ZONAL HELP DESK contacts the Vendor Prime, provides CIW Template, Requesting Official Contractor Approval List, 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 GAC/PIV requirement.

STEP 4 – GSA RO submits to Zone Help Desk. Email Subj: “ROCAL Contract #”

(Approval list MUST come from GSA RO to be considered valid)

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.

- Zone can only approve 15 cumulative days every 6 months

Fitness Determination Types

Short-Term Investigation

Short-term investigation for contractors working less than 6 months

SAC

No Investigation

Short-term work up to 15 days per 6 month period

Escort

Will remain open in JPAS and CATS for immediate action by

PSMO-I and the DoD CAF.

Long-Term Investigation

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

Tier 1 (or Above)

Escort Procedures

VENDOR REQUIREMENTS

Identifies ESCORT on Requesting Official Contractor Approval List

Submits Applicant CIWs to Zone 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.

No prior findings of UNFIT

Escort Approval Process

* Not all facilities allow escorted access

STEP 1 – VENDOR submits Applicant CIWs for personnel being escorted to Zone Help Desk 3-5 business days prior.

(Email Subject: Escort Request – Contract #)

STEP 2 – ZONE HELP DESK checks escort is authorized and emails

Vendor / GSA POCS the following:

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 any facility access requirements.

SAC Approval Process

STEP 1 – VENDOR submits Applicant CIW and OF-306 to Zone

Help Desk. (Email Subj: CIW Approval – Contract #)

STEP 2 – ZONE HELP DESK checks CIW and OF-306 for errors, and processes as appropriate.

STEP 3 – APPLICANT and contract POCs receive Sponsorship emails.

STEP 4 – APPLICANT enrolls at a “SHARED” MSO Credentialing

Center for fingerprints. (Check with Zone Help Desk if prior enrollment applies)

STEP 5 – Enter on Duty Determination Email Sent (Final

Communication)

*3-5 Business days from accepted package

Tier 1 Background Investigation (National Agency Check and Inquiries)

Contractors working more than 6 months or any contractor 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 be shipped to credentialing site nearest work location listed on CIW

Tier 1 Approval Process

STEP 1 – VENDOR submits Applicant CIW to Zone Help Desk.

(Email Subj: CIW Approval – Contract #)

STEP 2 – ZONE HELP DESK checks CIW for errors, sponsors applicant.

STEP 3 – APPLICANT and contract POCs receive Sponsorship emails.

- Fingerprint Enrollment

- E-QIP Invite / Contact Zone Help Desk for registration code

STEP 4 – APPLICANT enrolls at a “SHARED” MSO Credentialing Center for fingerprints. (Check with Zone 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 – Enter on Duty Determination Email Sent

(Initial Communication) *3-5 Business days from accepted package

STEP 7 – Final Fitness Determination (3-12 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 Zone Help Desk.

(Email Subj: CIW Approval – Contract #)

STEP 2 – ZONE 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 – ZONE HELP DESK notifies applicant and contract POCs with contract approval emails.

? APPLICANT FORMS

Contractor Information Worksheet (CIW)

Required Field

(All Applicants)

If Applicable

(All Applicants)

Required Field

(Non-U.S. Citizens)

Contractor Information Worksheet (CIW)

CIW forms received for applicants not identified on the

Requesting Official (RO) Contractor Approval List 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

Zonal 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 Zonal Help

Desk if you do not receive a Registration Code within 24 hours of receiving instructional email.

1 - Complete questionnaire

2 - Attach GSA 3665 and OF-306

3 - Complete Fingerprint Enrollment

4 - Certify and Release to OPM

If applicant requires assistance entering data into online eQIP application, they must be present when the individual submits their application to OPM.

(https://www.opm.gov/e-QIP/browser-check.asp)

Failure to submit online eQIP application and/or upload the required OF306 or GSA3665 are the most common reasons for delay during the fitness determination process.

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

Zonal Help Desk Services:

Registration Codes, Account Access Issues

Assistance to the applicant during eQIP 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 since the initial application.

Forms: E-QIP Assistance

Forms: Encryption

In accordance with the 1974 Privacy Act. GSA recommends securing files categorized as Personally Identifiable Information

(PII) and Controlled Unclassified information (CUI), also known as

Sensitive But Unclassified information (SBU), by encrypting them. Personally Identifiable Information (PII) refers to information that can be used to distinguish or trace an individual’s identity, such as an applicant’s date of birth, social security number, and personal email address.

Zip PII files (CIW/OF306)

Password Protect

Send password in separate email

Fingerprinting and Enrollment

Locating a center: http://www.fedidcard.gov/

• Two forms of ID: Primary and Linking document requirements

• Select a “Shared” facility

Scheduling an “enrollment” appointment:

https://app3.timetrade.com/tc/login.do?url=usaccess

Fingerprinting and Enrollment

(https://www.fedidcard.gov/viewdoc.aspx?id=109)

Outside 100 mile radius and other exceptions: contact Zone Help Desk.

Authorization Determinations

* Coordinate with GSA RO for individual facility access requirements

ESCORT – Authorization email from Zone 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.

Contract Closeout

Provide GSA Point of Contact with Final RO

Approval List

- Return GACs to GSA Requesting Official

- Documents Uncollectable / Lost / Missing GAC

- Identify Contractors with continuing Active GSA work

Summary

Process Change:

Requesting Official Approval list, CIW and Zonal Help Desk

Vendor Prime Accountability

Zone 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

FAC: Facility Access Card (Issued for individual facilities)

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 (PIV), also know as GAC, HSPD-12 Credential, etc.

RO: Requesting Official

SAC: Special Agreement Check

? Questions?

Zone A – (Regions 1, 2, 3)

Lead: Tom Heinze Phone: 617-565-2051

Email: zoneA-hspd12@gsa.gov

Zone B – (Regions 4, 7)

Lead: Cheri Tow Phone: 404-331-1002

Email: zoneB-hspd12@gsa.gov

Zone C – (Regions 5, 6, 8)

Lead: Connie Chidester Phone: 312-886-1189

Email: zoneC-hspd12@gsa.gov

Zone D – (Regions 9, 10)

Lead: Kristy Frost Phone: 415-844-9759

Email: zoneD-hspd12@gsa.gov

Zone E – (NCR , Central Office)

Lead: Phil Ahn Phone: 202-501-4459

Email: hspd12.security@gsa.gov