Non-Employee_Identity_System_Requirement.pdf

Notice of Non – Employee Identity System (NEIS) Requirement

In accordance with the Homeland Security Presidential Directive 12 (HSPD-12) contractors who meet one of three criteria may need a LincPass to access USDA systems and/or facilities. It has been determined performing services under this contract meets the terms of one of the criteria, which is:

“Applicant requires unescorted access in MC (Mission Critical) or NCR (National Capital Region) areas (or as determined by particular agency’s local risk assessment)”

More information on the HSPD-12 can be found at: http://hspd12.usda.gov/about.html

This following is standard protocol of the Homeland Security/USDA HSPD–12 Information specifications for all employees, Federal and Non-Federal, prior being authorized access and entrance of Federal buildings before and after business hours and access to Federal computers.

This contract requires the contractor to work unescorted in this agencies, U.S. Forest Service, buildings and/or other facilities. The normal work hours for this contract are designated in the Statement of Work.

Therefore the contractor and contractor personnel will have to comply with the following steps upon notification of award:

(a) The Contractor will contact the Contracting Officer (CO) or NEIS Sponsor, Kelly Hull at 208-373-4133 to inform them of the city/address where the personnel who will perform on the contract are located to determine the closest PII station. This will give the contractor information for evaluation of costs involved obtaining access permission.

(b) The Contractor and all personnel shall be required to apply for and go through the NEIS LincPass interview and assignment of badge.

(c) The Contractor is required to fill out a PII Form (Personal Identification Information) for all employees’s assigned to this contract. The attached sample of the PII Form is for informational purposes only, unless notified of award. The Contractor should consider contingencies during this process, as alternates who normally would not work in the facility might need a pass in case of an illness or other absence

(d) After PII Forms are forwarded to the NEIS Sponsor each individual will be prompted via email, for an interview appointment with the LincPass station personnel. It will be the Contractors responsibility to travel to the closest PII station from their work location for an interview. This could be anywhere from five miles to two hundred miles of travel and time.

(e) Once the interview is complete the employee will return without the LincPass. Within four (4) to six (6) weeks the employee will be notified through e-mail that their LincPass has been approved and ready for pick

up. At that point the employee will have to return to the same PII Station.

(f) It is then the responsibility of the Contractor and all employees to keep this card safe.

(g) During the term of contract if any employee is suspended, layed off, or terminated it is the Contractor’s responsibility to inform the CO the same day actions are taken. Retrieval of LincPass card should also be the same day, but card shall be relinquished to the CO within two (2) weeks.

AG-0261-S-14-0132

Attachment 4 http://hspd12.usda.gov/about.html

In the case of a suspension due to an illness which will last more than three (3) weeks, notify the CO, NEIS Sponsor, or CO Designee (COR, etc.) and retrieve the LincPass. When the employee returns to work, immediately notify the CO, NEIS Sponsor, or CO Designee (COR, etc.) for reinstatement in the system.

(h) Cards are not personal property, but are the property of the Federal Agency. At completion of the contract, through expiration or termination all cards issued will be relinquished to the CO, NEIS Sponsor, or CO

Designee (COR, etc.).

(i) For return of LincPasses being relinquished they can be done in the following ways:

a. Through the mail, they are required to be accomplished through Certified Mail – Return Receipt

Requested.

b. In person to the CO, NEIS Sponsor, or CO Designee (COR, etc.). When doing it in this manner, be sure to get a signed receipt.

AG-0261-S-14-0132

Attachment 4

NEIS PII SHEET

The Contracting Officer Representative (COTR)/Program Manager for one of your organization's Federal government contracts/agreements has determined by agency Risk Assessment that a performing contractor on the contract requires a LincPass. The information collected on this Personal Identity Information (PII) sheet is required for LincPass sponsorship. This information is to be collected and transmitted in accordance with The Privacy Act of 1974. For details on the Privacy Act of 1974, visit this website: http://www.usdoj.gov/oip/privstat.htm.

Instructions: Enter the information below for the applicant. Enter the applicant's complete name and address as it appears on their government-issued ID, such as a driver’s license or passport. If the information doesn’t match, the non-employee will encounter problems during the enrollment process and may have to reapply.

All fields are required to be completed

Name: First, Middle (if any), Last, Suffix (if any).

Use what it looks like on your state ID or passport!

Social Security Number

Date of Birth (mm/dd/yyyy)

Gender

Existing Background Investigation? Yes/No/Don’t Know. If yes, enter the agency that conducted the investigation (e.g. USDA, Treasury, etc).

Government Employee (which agency?)

Email Address (business email preferred) This is required for enrolment notification. If the applicant does not have a business email address, enter the address of the person who will manage enrolment activities, e.g. Security Officer or Supervisor.

Country of Citizenship

Non-Employee Type: Select one: Contractor, Volunteer, Intern, Fellow, or Affiliate

Work Phone

Federal Emergency Response Official: Yes/No. If yes, explain the applicant’s designation, e.g., “Continuity Coordinator.”

Note: This only applies to an Agency-identified person serving in an

Emergency Response Official capacity.

Contact your Security Officer for more information.

Place of Birth: City/State. If outside U.S., enter City/Country.

Home Address:

Enter the address as it appears on your government-issued ID.

Work Address:

Contractor or Cooperator Name

Contract/Task Order No., Agreement No. or Other

Authority

Expiration Date of Contract/Task Order, Agreement or

Other Authority

COR, Agreements Program Manager, Volunteer

Program Manager, or other Government Sponsor

For agreement cooperator employees or contractor employees who require access to Forest Service automated systems (such as FMMI or OUTLOOK), please hand carry or send via locally-secured fax to:

Tanya Arnberger Office: 208-373-4186 FAX: 208-373-4197

For volunteers in the volunteer program, fax this form to the forest volunteer program manager.

Attachment 4 http://www.usdoj.gov/oip/privstat.htm.

Attachment 4