Exhibit 13B - LicenseeTraining Slides 06132017 Final.pdf

U.S. General Services Administration

Vendor Training

Ex. 13 B

Vendor Training Agenda

Policy / Vendor Expectations

Requesting Official Approval List

Fitness Determination

Forms (CIW / OF306 / e-QIP) Escort Procedures Authorization Documents

Contractor Information Worksheet

D

C

B

A

(NCR / C.O.)

E

OMA Zonal Operations

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

• RO Approval Lists

• CIW Template

• CIW for Applicants

• Help Desk Assistance

• e-QIP / Enrollment

Zone E – (NCR , Central Office)

Deputy Division Director: Phil Ahn

HSPD-12 Branch Phone: 202-501-4459

Email: hspd12.security@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneA-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneB-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneC-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:zoneD-hspd12@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov mailto:hspd12.security@gsa.gov

Background Overview

Objective: Standardize processes

Objective: Decrease Enter on Duty timeframe

Objective: Improve accountability

Vendor Prime Expectations

Identify a Company Point of Contact that will manage the Fitness

Determination process for company employees and subcontractors working on GSA projects. (POC identified in section 2 of the CIW)

Know your GSA Requesting Official (RO identified on CIW)

Vendor POC responsible for assisting applicants through the fitness determination process, to include Vendor Prime subcontract personnel.

Vendor POC will receive correspondence from GSA to include rejection notifications, determination notices, etc.

Applicants will coordinate questions related to fitness determination process through the Vendor POC, and Zone Help

Desk

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

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

*(Projected / currently under review)

Who needs a background investigation?

Individuals needing access to an occupied federal facility for greater than 15 days.

All GSA contractors (both long-term working more than 6 months and short-term working less than 6 months) who need routine access to GSA facilities. Routine access is defined as a regularly scheduled need to access the facility.

Any GSA contractor who requires regularly scheduled access to one or more GSA–controlled facilities, even under multiple contracts, should be treated as having routine access to GSA facilities. Individuals who completed an investigation previously with another agency must still complete the investigation process before working in GSA facilities.

Requesting Official (RO) Contractor Approval List

1. Provided during Vendor Training

2. Vendor Prime initiates initial list and sends to Requesting Official

3. Approved by the Requesting Official and authorizes Zonal Help Desk to process CIWs received from Vendor Prime

Conflicts between RO Approval List and CIW

Zonal Help Desk will defer to RO Approval List

If a CIW is received for an applicant that does not appear on this list, the CIW will not be processed and the vendor prime will be notified that he/she cannot be processed until their name appears on the approval list.

All items on the RO Contractor Approval List are required for each contractor.

Adding / Removing Contractors: RO Contractor Approval list must be updated, sent through the RO for approval.

Vendor Prime: Facilitates RO Approval List and CIWs for all subcontractors.

Requesting Official (RO) Contractor Approval List

Contractor Information Worksheet (CIW)

Required Field

(All Applicants)

If Applicable

(All Applicants)

Required Field

(Non-U.S. Citizens)

The Requesting Official will initiate a CIW Template upon the award of any new contract, task order, lease, RWA and submit to the Zone

Help Desk.

The Zone Help Desk will contact the Vendor Prime to coordinate vendor training.

The Vendor Prime will be provided the CIW Template during vendor training with the Zone Help Desk.

Contractor Applicant (with support of the Vendor Prime) will complete section 1 of the CIW and submit to the Zone Help Desk.

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.

https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.cbp.gov/contact/ports https://www.uscis.gov/ https://www.uscis.gov/ https://www.uscis.gov/ https://www.uscis.gov/ https://www.uscis.gov/ https://www.uscis.gov/ http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/sites/default/files/ilink/docView/SLB/HTML/SLB/0-0-0-1/0-0-0-11261/0-0-0-30960/0-0-0-31016.html#0-0-0-19579 http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html http://www.uscis.gov/policymanual/HTML/PolicyManual-Volume12-PartD-Chapter3.html

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

Tier 1 (or Above)

Special Agreement Check (SAC)

Contractors working less than 6 months.

Expires at 180 days (6 months) from the date of the initial suitability determination.

GSA currently has no identification requirement.

Contracts will coordinate with their Requesting

Official for any facility access requirements.

Short-Term Contractor Fitness Determination Process

(Working less than six months)

No. Process Step Short-Term Contractor

(less than 6 months)

1 Packet

Requirements

•Contractor Information Worksheet (CIW)

•Complete OF306 Declaration of Federal Employment

•Fingerprint enrollment appointment at MSO station

2 Fingerprinting Captured electronically at USAccess/MSO credentialing stations after sponsorship in the GSA GCIMS security database.

Required for contractors within 100 miles of center. Any exceptions require approval from the Zonal Help Desk.

3 Fitness

Results

Results returned typically between 3-5 business days. Sent by

GSA email address to applicant’s distribution list with Fitness

Determination results in the email.

Tier 1 Background Investigation

(National Agency Check and Inquiries)

Contractors working more than 6 months or any contractor requiring GSA network access.

No reinvestigation requirement; current GSA policy states that this suitability determination may be validated by the

Office of Mission Assurance for new continuous contractual work requirements, unless there is a (2) year break in service.

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

Long-Term Contractor Fitness Determination Process

(Greater than six months)

No. Process Step Long-Term Contractor

(more than 6 months)

1 Packet

Requirements

•Contractor Information Worksheet (CIW)

•OF306 Declaration of Federal Employment

•GSA 3665 Form-Authorization to obtain credit report

•SF85 via e-QIP invitation

•Fingerprint enrollment appointment at MSO station

2 Fingerprinting Captured electronically at USAccess/MSO credentialing stations after sponsorship in the GSA GCIMS security database.

3 e-QIP Process Invites will be issued by OMA National Office. Form requirements will be the SF85, OF306 and the GSA3665; completed via the e-QIP questionnaire. Communications regarding e-QIP status will be sent to the GSA CO, COR, and Vendor company.

4 Fitness Results Sent by GSA email address to applicant’s distribution list with Fitness

Determination results in the email.

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) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification) http://www.sss.gov/Home/Verification)

Forms: OF-306

Forms: e-QIP Initiation

How to Obtain the Registration Code: Each applicant must obtain a passcode that will enable him/her to access the e-QIP questionnaire.

Fingerprint Enrollment Process: Each applicant must submit fingerprints to OPM as part of the fitness determination requirement prior to e-QIP certification.

Completing the e-QIP: This section includes instructions for the applicant to complete the questionnaire, upload the completed OF-306 and GSA 3665 forms, electronically sign the certifications and submit the e-QIP to OPM.

Required for Tier 1 and above: Strongly Recommend providing applicants an SF-85 (as a worksheet only) once an applicant is identified to receive a background check.

Applicants should initiate e-

QIP within 7 days

Contact Zone Help Desk for assistance

Applicants must certify their responses and upload OF306 and GSA 3665

Forms: e-QIP

Most common delay during fitness determination process

Zonal Help Desk Services:

Registration Codes

Account Resets

Provides assistance to the applicant

Applicants are provided 2 account re-initiations for terminated e-QIP applications. 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 applicants date of birth, social security number, and personal email address.

Zip PII files (RO Contractor Approval List / CIW)

Password Protect

Send password in separate email

Escort Procedures

Individuals needing escort-only access must be listed on the RO

Contractor Approval List.

To receive approval for escort-only access on a GSA project the applicant must submit a CIW as well as the full legal name of the individual doing the escorting and the dates of escort in the email containing their

CIW.

Contractors may be approved for escorted access up to 15 cumulative days within a 6-month period.

Those working more than 15 days must complete the applicable fitness determination process.

Individuals in the process of completing a GSA fitness determination are not allowed to be escorted.

Escort Procedures, cont.

Applicants who have previously been found unfit or have received a notice to wait for a final fitness determination cannot be considered for escort-only access.

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.

Escorts are responsible for the whereabouts and activities of escorted personnel at all times, and must remain within line of sight of escorted individuals at all times while in non-public space.

GSA PMs/CORs should consider the type of project and proximity to escorted contractors. It is suggested that 5-7 people per escort is typically manageable.

Contractors with Prior Investigations

Current policy has no reinvestigation requirements for a Tier 1 investigation as long as the contractor has active work identified in their

GCIMS security record.

The contractor must be identified on the RO Contractor Approval List and a CIW submitted to the Zone Help Desk.

If it has been more than 2 years since the individual has worked on a GSA contract/project, the prior investigation is invalid. The contractor must complete an updated CIW and undergo a new background investigation and receive their enter-on-duty determination prior to accessing the facility or receiving credentials.

Before starting work the contractor must await results of new investigation and/or notification that individual is authorized to begin work on the new contractual requirements.

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 http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ http://www.fedidcard.gov/ https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess https://app3.timetrade.com/tc/login.do?url=usaccess

Fingerprinting and Enrollment

Outside the 100 mile radius & other exceptions:

Email exception request to the Zone Help Desk

Contractors requiring an HSPD-12 card will not be approved and MUST enroll at a credentialing center.

For approved exceptions, in lieu of the electronic fingerprint, two hard copies of the SF-87 fingerprint card will be required. Applicants may utilize their local law enforcement agency or a professional fingerprinting service.

These may have a nominal fee.

Accessing GSA Facilities: Determinations

SAC – for those working only up to 6 months.

Enter On Duty – preliminary results for those working more than 6 months. May begin working while waiting on final.

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

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

Questi?ons?