ATTACH 3 Background Investigations Process.docx

ATTACHMENT 3 - BACKGROUND INVESTIGATIONS PROCESS

1.0. The following explains the current process for Background Investigations (BI). The process may change during the life of this Blanket Purchase Agreement (BPA).

1.1. Contract employees shall wear agency identification badge as well as VA badge at all times while on the premises of the VA HCS.

1.2. Contractor Security Requirements: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

1.3 Contractor Security Investigation Requirements: Background Investigations (BI) that are required to give contractor personnel routine access to a facility and to authorize access to VA/Federally owned information systems. This is required of all contractor personnel performing services for the facility, including CBOC’s (Community Based Outpatient Care). This must be completed prior to the start date.

1.3.1. This is a federal law and is established under HSPD-12, FIPS Pub-201-1, EO 10450, and VA Directive 0710. This process is specific and required beyond any additional agency credentialing and vetting processes.

1.3.2. Prior to commencing work, each contract employee, including any subcontract employees, must complete the following within five (5) business days of receiving this letter:

1.3.2.1. From the VHA Service Center (VSC) Human Resources website to obtain the most recent VSC Personnel Security Services Overview packet and other required forms (available under the “Security” heading): http://vaww.va.gov/VHASERVICECENTER/Human_Resources.asp

1.3.2.2. The contractor point of contact (POC) shall submit completed Contract Security Services Request Form (Form #1A/B) that lists all contract employees, including any subcontract employees, who will be working on the contract (or task/delivery order) to the Contracting Officer. Do NOT e-mail a document containing social security numbers unless the email is encrypted or the form is password protected.

1.3.2.3. Each contractor employee listed on the Contract Security Services Request Form (Form #1A/B) must complete the Optional Form 306. Send completed forms to VSCSecurity@va.gov or fax to 216-447-8025.

1.3.2.4. Each contractor employee listed on the Contract Security Services Request Form (Form #1A/B) must take the Contractor/Employee Fingerprinting Request Form (Form #2) and two forms of ID to their nearest VA facility to have their fingerprints submitted and the form completed and submitted in accordance with the instructions on the form. It is imperative for each applicant to take a copy of the Contractor/Employee Fingerprinting Request Form (Form #2) to the fingerprinting facility as it determines which facility is billed for the fingerprint submission and where the results are sent. Contractors can contact the Contracting Officer’s Technical Representative or local VA facility for assistance in scheduling an appointment. If a contractor employee is not located near a VA facility, he/she should contact VSC at VSCSecurity@va.gov for further instructions.

1.3.2.5. Each contractor employee listed on the Contract Security Services Request Form (Form #1A/B) must complete the Personal Identity Verification (PIV) Sponsorship Form (Form #3) and submit it via encrypted e-mail to VSCSecurity@va.gov or fax to 216-447-8025.

1.3.2.6. As contract personnel are substituted and/or added to the contract (or task/delivery order), each individual must complete items 1-4 in this letter prior to commencing work.

1.3.2.7. Upon receipt of the screening decision from the VSC, the Contracting Officer will contact the contractor and determine when they can begin working.

1.3.2.8. Questions should be sent to VSCSecurity@va.gov.

1.4. Background Investigation and Special Agreement Checks: All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the Performance Work Statement is: Tier 1, Low Risk/Non-sensitive. This investigation is similar to the National Agency Check with Inquiries (NACI). This requirement is applicable to all subcontractor personnel requiring the same access. The procedures for the background investigation may change during the life of the contract. https://vaww.va.gov/VHASERVICECENTER/Security.asp

1.5. The Contractor shall complete Background Investigation applications, for all Contract Employees. Failure of the Contractor to provide a complete application may result in termination of the contract for cause.

1.6. All Contractor employees and subcontractors requiring access to VA computer networks are required to complete VA's Information Security and Privacy Awareness Training (ISPAT) training annually. The courses required are Privacy Policy (HIPAA) and VA ISPAT Training can be obtained from the Talent Management System at https://www.tms.va.gov/plateau/user/login.jsp. Documented proof in the form of a certificate must be provided to the Contracting Officer.

1.7. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

1.8. The contractor will notify the COR immediately when their employee(s) no longer require(s) access to VA computer systems.

1.9. Failure to complete the background Investigation process will result in possible termination of access. Any second BI request will require payment of the fees associated with reinitiating the NACI process from the Contractor.

1.10. At the beginning of each yearly period of performance and at contract end, the contractor shall provide to the Contracting Officer a listing of all people who have been issued a PIV under this acquisition, the PIV’s issuance date, the PIV’s expiration date, and the PIV’s turned-in to the VA date to ensure 100% accountability of PIV badges.