Attachment_5__Security_Desk_Guide.pdf

(Contractor Guide for external use)

General Services Administration R10 Security Clearance Desk Guide (External use)

External Version 1.0 10/15/2009 1

Table of Contents

Introduction and background……………………………………

Escort Policy…………..……………………………………………………………….. 4 Escort Policy (flow chart)……………………………….…………………………... 5

Short-Term Contractor Policy (Less than 6 months)……………………………… 6 Short-Term Contractor Policy (flow chart)……………………

Long-Term Contractor Policy (Greater than 6 months)…………………..………. 11 Long-Term Contractor Policy (flow chart)……………………

Obtaining HSPD-12 Credentials……………………………………………………. 16 Returning/ Reporting lost or stolen a HSPD-12 credential…………….……… 19 Obtaining an HSPD-12 Credential (flowchart)…………………….……………. 21

Obtain a Building Identification Badge……………………………………………. 22

Previously Cleared Contractors (Reciprocity)……………………………………… 23

Child-care worker security clearance process…………………………………… 24 Child-care worker security clearance process (flowchart)……………………………27

Appendix:

Appendix A. HSPD-12 Presidential Directive………………………………………… 28

Appendix B. Instructions for completing CIW …….………………………………… 30 Contractor Information Worksheet (CIW) sample ………………….. 32

Appendix C. Encrypting Personally Identifiable Information instructions……….. 34

Appendix D. Instructions for completing the e-QIP invitation…………………….. 38

Appendix E. Instructions for completing the SF85P………………………………. 39

Appendix F. FD-258 Fingerprint Card Instructions…………

Appendix G. Instructing for completing GSA Form 176 (child care only)………………………………………………….……… 43

Appendix N. Additional Resources………………………………………………. 45

Appendix O. Terms and Acronyms………………………………………………….. 46

GSA Region 10 Security Contact Information………………………………………. 47

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GSA Region 10 Security Clearance Process

Introduction

The purpose of this guide is to establish a uniform procedure for access and background security clearances for the General Services Administration (GSA) Northwest/Artic Region 10 contract employees. Wide variations in security policies allow unauthorized individuals the ability to gain access to secure facilities and increase the likelihood of a security breach. This guide provides GSA Region 10’s officials and service centers a common set of criteria to ensure that all individuals given routine access to all GSA’s government space have submitted to the correct level of personnel security investigation in order to complete their work.

Background

This guide standardizes the security clearance process for all contractors across GSA’s Region 10 and ensures that all of our offices and personnel are following the same common criteria and policies.

It is intended to provide a greater sense of security, increase efficiency, reduce fraud and to protect the personal privacy of our customer agencies and contract companies.

Our security policy reflects the policy of the United States government as issued by the Homeland Security Presidential Directive-12 (HSPD-12) “Policy for a Common identification Standard for Federal Employees and Contractors,” to create a consistent policy on access and credentialing of contract employees. This policy requires that all contract employees who require routine access to GSA’s controlled facilities or its information systems to have a personnel security investigation. This guide provides an overview of these personnel security investigations, step by step instructions for each type of security clearance, and supplementary information to answer any additional questions and concerns that you may have. Our hope is to make the security clearance process a simple but thorough screening of all individuals requiring routine access into GSA’s controlled space which in turn will provide a safer and more dependable environment for our customer agencies, contractors and the general public.

Security Clearances

GSA’s Region 10 has two types of personnel security investigations depending on how long the contractor employee is required to be on site, except for contractors requiring access to the GSA IT network; all contractors requiring network access require the long-term NACI clearance. The type of security clearance is based upon the length of time the contract employee will be working within the “controlled space” not upon the duration of the contract. This guide explains what you need to know to get contractors on the site and working as quickly as possible. Regardless of the type of background check required, a satisfactory law enforcement check called Entry of Duty (EOD) determination, allows unescorted physical access to facilities for all contractors. The type of contractor determines which personal history form is required to be submitted. In either case, fingerprints and a Contractor Information Worksheet (CIW) are also required. The CIW form must be initiated by the GSA Requesting Official (example: Project Manager). A brief explanation of the security clearance processes follows below however each process is later explained in more detail.

1. Short-term contractor clearance This type of security clearance are for those who require routine access to federally controlled space for a period of six (6) months or less. This security clearance requires either a National Agency Check (NAC) or one must be escorted at all times. For

External Version 1.0 10/15/2009 3 unescorted access, a CIW, SF85P and two (2) sets of FD-258 (fingerprint cards) must be submitted to the Security Office. The CIW may be emailed to r10pbssecurity@gsa.gov. This initiates FPS to send an SF85P application via email to complete online. The signature pages from the SF85P application and fingerprint cards may be mailed to: GSA, PBS Security Office, 400 15th ST, SW, Auburn WA 98001.

A. Escorts are permitted for temporary contractors for very short duration; jobs ten days or less.

Escorts may be government employees or long term contractors (including contract guards) who have received an EOD and whose NACI is in process. Escorts must maintain control of those they are escorting at all times.

2. Long-term contractors This type of security clearance is required for those who require access to federally controlled space for more than six (6) months. This security clearance requires a National Agency Check with written Inquiries (NACI) and one must submit a SF85P. To begin this process, a CIW form must be completed and emailed to the GSA security office at r10pbssecurity@gsa.gov. The CIW is obtained from the GSA Requesting official. This will initiate the security clearance process, and the Federal Protective Service will email the applicant an invitation to enter e-QIP (OPM’s secure portal for security clearances). The applicant will then fill out the SF85P through e-QIP, print out signature pages, and mail them along with two sets of FD258 fingerprint cards)to the GSA, PBS Security office at 400 15th St SW, Auburn, WA 98001.

Additional Assistance

This guide will also assist to identify the correct clearance procedure to follow when starting a new construction project or building repair and alteration (R&A) project.

It will assist the Lease Administration Managers with differentiating the correct security clearance process in Leased Space (Level 4 & Level 3 100% Government Occupied Space and Leased Space in Level 3 not 100% Government Occupied and any space will a facility security level under 3.

It includes the security clearance procedures for applicants applying for child-care work in GSA controlled facilities.

GSA’s commitment to protect Personally Identifiable Information (PII)

Informing Applicants of Data Collected: All forms used in the security clearance process have a Privacy Act statement included that indicates what PII is collected, the purpose of its collection, whether it is optional or required, and the consequences of not providing the requested information.

Securing Information Technology (IT) Systems: All GSA IT systems must store and transmit data securely and have a completed a Privacy Impact Assessment (PIA) filed with the Privacy Office. The PIA ensures that the IT system complies with federal and GSA privacy regulations, including the Privacy Act. Instructions for encrypting and transmitting PII are included in this guide.

Securing Paper Forms: All paper forms containing PII data must be stored and transmitted in accordance with the GSA IT Security Policy and be protected from any unauthorized disclosure.

Designating Staff: All security related staff must be specifically designated to handle security clearance related PII data. All GSA staff are required to have completed privacy training and abide by the GSA IT Security Policy.

mailto:r10pbssecurity@gsa.gov

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Escort Policy Security Clearance Process

To provide a means for GSA Officials to complete emergency repairs, minor alterations, etc., GSA Region 10 has established a region wide policy whereby short-term contractor employees who perform work for no more than ten (10) consecutive days or require only intermittent (irregular) access are not required to undergo a personnel security investigation, provided the contractors are accompanied by a fully adjudicated escort. All Escort situations must have prior approval by a GSA Official.

Escort Policy Requirements

1. A contract employee may be escorted up to ten (10) days (days may be separated), by a fully favorable adjudicated contractor, federal employee, or security guard.

Note: For contractors that exceed the ten (10) day time frame or who require frequent or routine access to a federal space, see applicable short-term or long-term security clearance process.

2. A maximum of five (5) individuals may be escorted at anytime (ex. Ten (10) contract employees require two (2) fully favorable adjudicated escorts).

3. The GSA Requesting Official must ensure appropriate approval from building manager and/or any other agency security requirements.

4. The escort must maintain control, physical proximity, or other means of control of the escorted contract employee at all times.

When performing escort duties, the responsible individual must maintain control of the contractor(s) at all times, unless the contractor leaves the building or facility. An example of maintaining “control” is a contractor who is running cable through multiple rooms and is three rooms away from their fully adjudicated escort. However, a contractor who is working on the roof of a thirty-two story building while the fully adjudicated escort is on the first floor would not be considered to have control of the contract employee.

5. The escorted contract employee must wear an escort badge at all times. No photo is required on the escort badge.

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Escort Policy (owned space) Security Clearance Process

Flowchart A

Escort Policy

Owned Space

Security Clearance Process

Yes

No

Is the job less than 10 days?

See applicable short-term or long-term process

GSA Region 10 Escort Policy Requirements

Contract employee may be escorted up to ten (10) days (days may be separated), by a fully favorable adjudicated contractor, federal employee, or security guard.

A maximum of five (5) individuals may be escorted at anytime (ex.

Ten (10) contract employees require two (2) fully favorable adjudicated escorts).

Ensure appropriate approval from building manager and/or any other agency security requirements.

Escort must maintain control, physical proximity, or other means of control of the escorted contract employee at all times.

Escort Badge with no photo required.

Escort Policy

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Short-Term Contractor (Less than 6 Months) Security Clearance Process

When a GSA Requesting Official determines a contactor will require access to federal space for more than ten (10) days but less than six (6) months the contract employee is required to submit to a National Agency Check (NAC) personnel security investigation. To receive a NAC clearance, a Contractor Information Worksheet (CIW) version 2, SF85-P form through e-QIP submission, two sets of FD-258 fingerprint cards and signed signature pages are required for each employee. This level of personnel security investigation is not HSPD-12 compliant.

Also this type of personnel security investigation may not be used for persons requiring access to GSA computer systems. Contractors requiring access to information technology (IT) systems must complete a NACI, regardless of the duration of the contract or how long the individual will require access to a federal facility. For contract employees requiring IT access, refer to the submission process section for long-term clearances in this guide.

Short-Term Contractor submission procedures

1. When a National Agency Check (NAC) personnel security investigation is required, the GSA Requesting Official completes the Contractor Information Worksheet (CIW) sections 2, 3, 4 and 5, and then forwards via email to the contract company. The GSA Requesting Official has the overall responsibility to ensure that the CIW is complete and correct. Special attention should be given in the case of subcontractors to ensure the subcontract company’s information is correct.

The contract company representatives, as well as the contract employee are normally required to provide assistance in the completion of this form. Please refer to Appendix E for detailed instructions on how to complete the CIW.

2. The contract company representative completes the Contractor Information Worksheet (CIW) section 1 and any remaining portions of section 2 and then submits via email to the GSA Region 10 Security Office (r10pbssecurity@gsa.gov). The GSA requesting official must be copied on the email or the contractor may submit the CIW per the instructions provided by the GSA requesting official (ex. sends completed CIW to requesting official). The CIW serves as the requesting official’s acknowledgment that the contract employee is related to the project and that a security clearance is required.

Contractor Information Worksheet (CIW) completion guidelines

a. The CIW must contain a valid e-mail address for the contract employee in Section 1. This can be a personal or business e-mail address, but needs to be one that the contract employee or a contract company representative has regular access to. If the contract employee, doesn’t already have an e-mail address the employee may use one of the many free e-mail providers

(ex. MSN’s hotmail.com account). All notifications during the e-QIP process will be sent to this e-mail address.

b. The complete CIW must be typed and saved as a Microsoft Word document and then sent electronically as an attachment to the GSA Security Office email address. Please refer to Appendix G for directions on encrypting the document to prevent release of Personally Identifiable Information (PII).

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c. The CIW may be submitted to the GSA Security Office by either GSA requesting official or the contract company representative. If submitted by the contract company representative directly to GSA’s Security Office, the requesting official must be copied on the email.

Submissions which do not include the GSA requesting official’s e-mail address will not be accepted.

d. An incorrect or incomplete CIW will be returned to the sender for corrections.

3. After the CIW is emailed to GSA’ s Security Office, the information is inputted into GSA’s security database and forwarded to the Federal Protective Service (FPS) a agency within the Department of Homeland Security (DHS).

4. FPS receives the CIW from the GSA Security Office and creates a user profile for the contract employee. This initiates e-QIP email invitation to the contract employee that is sent to the e-mail address as provided in Section 1 of the CIW. Included in the invitation is an instructional reference guide to assist the applicant in the completion of the e-QIP file.

The contract employee has:

a. Seven (7) days to initially log into the e-QIP system before being considered delinquent.

b. Seven (7) days to complete the form in e-QIP before being considered delinquent.

c. If a contract employee is terminated from the e-QIP system the personnel security investigation has not yet begun therefore, no notice of initial adjudication will be made. Failure to complete the forms via e-QIP prohibits the contract employee from routine access on or in a federal facility.

5. The e-QIP invitation can be accessed from any computer connected to the internet. Included in the e-QIP invitation is the standard Form 85P, Questionnaire for Public Trust Positions (SF-85P) forms. The invitation includes an instructional reference guide however additional assistance for e-QIP completion has been included below and later in this guide.

e-QIP invitation completion assistance

a. The e-QIP frequently asked questions website: http://www.opm.gov/e-qip/faq.asp

b. If the contract employee is unable to access the e-QIP website or experiencing other technical problems, the individual may contact the OPM Help Desk at 1-866-631-3019. The hours of operation are 6:30am – 10:30pm, Monday through Friday and 7:30am – 3:00pm on Saturday, all times are Eastern Standard Time.

c. For other problems such as “golden question” reset or general e-QIP assistance call the FPS regional adjudicator. Points of contact and phone numbers are provided on all e-QIP related e-mails sent by FPS.

d. Once the on-line form is completed and validated, the contract employee needs to print out and sign all signature pages.

5A. In addition to completing the e-QIP invitation the contract employee must submit (2) two sets of FD-258 fingerprint cards.

1. The contract employee will need to obtain two sets FD-258 fingerprint cards. FD-258 fingerprint cards may be obtained from the GSA Security Office by request or at a local law enforcement agency. GSA has the Livescan electronic fingerprint system available at several http://www.opm.gov/e-qip/faq.asp

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GSA Service Centers, please verify with the GSA requesting official (ex. contracting officer, COR) the use and availability. Also, some law enforcement agencies provide fingerprinting services as part of the fee, others do not. The only acceptable fingerprint card is the FD-258;

no other card types will be accepted.

2. The personal information on both of the FD-258 fingerprint cards should be left blank until the fingerprints are recorded on the cards. Some organizations have electronic means to take fingerprints and the system will print the personal data on the card, while other providers do not have this capability, which results in the applicant having to hand-write the personal information on the cards in black ink only. Regardless of the method utilized to obtain the prints, the applicant is responsible for ensuring all personal information is filled out. Step-by-step instructions on how to properly fill out the personal information portion of the FD-258 card is available in Appendix J.

3. The contract employee must then deliver or mail the signature pages and two (2) sets of FD- 258 fingerprint cards to the Region 10 GSA Security Office, 400 15th Street SW, Room Northeast, Auburn, WA 98001-6599.

6. Receipt of the required signature forms and fingerprint cards are logged into the security database. The GSA Security Office then forwards to DHS FPS.

Hard Copy Submittal: The GSA Security Office will accept hard copies submittals of the standard form 85P, however this method is discouraged and requires prior approval by the Security Office; it is highly recommended to complete the forms and submit via the e-QIP email invitation. The GSA Regional Security Office is not permitted to make any changes to any of the personnel security investigation forms. Therefore, if discrepancies are noted during this review, the entire personnel security investigation package will be returned to the applicant’s company representative. Included will be a discrepancy form listing all noted errors and what actions are required to correct the deficiencies. Although the GSA Regional Security Office provides a discrepancy list with each returned package, this is no guarantee the GSA Security POC will note all necessary corrections to the forms being sent to the FPS regional adjudicators. If additional corrections are noted by the FPS adjudicators, the package would once again be sent back to the contract company’s representative further delaying the process.

7. FPS will perform a review of the e-QIP packet or the hard copy personnel security investigation package, return for any corrections or accept it. The contract employee will need to monitor their e-mail account. If FPS detects any errors in the e-QIP submission, they will provide instructions on how to correct them via e-mail only. Failure to initially log into e-QIP, complete the form, or correct identified discrepancies, may result in the contract employee being terminated from the e- QIP system. If at any time the contract employee reenters their personal data on the e-QIP system (i.e. to make corrections or changes) the entire e-QIP file will need to be revalidated. The contract employee must then print out, sign and date new signature pages. If new signature pages are required the second set of signature pages with a legible signature may be scanned and submitted electronically to r10pbssecurity@gsa.gov or faxed to the GSA Security Office at 253-804-4848. Each time e-QIP is accessed, the system automatically assigns a new control number. The control number from e-QIP and the signature sheets must match or the personnel security investigation will be rejected.

Hard copy submissions requiring corrections or additional information are returned to the GSA Security Office and mailed back to the point of contact in Section 2 of the CIW, usually the contract company representative via FedEx.

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8. Upon receipt of a completed personnel security package, FPS starts the process of adjudication.

A Notice of Initial Adjudication (NIA), stating the enter on duty (EOD) date is emailed to the contract company and to the GSA Security Office. Once the personnel security investigation is accepted by FPS, they will begin the process of providing an initial suitability determination.

When either a favorable or unfavorable initial suitability determination has been made, normally within five (5) business days, FPS will make notification of the decision via e-mail to the contract employee and GSA’s Security Office. If an unfavorable notification the contract employee will not be allowed to access federal facilities and space. When a favorable notification is received the GSA Security Office forwards NIA to applicable requesting official, building manager and other required point of contacts to create a building identification/access card.

9. At project completion or at any time by request of a GSA official, the building identification must be returned to the General Service Administration (GSA). The GSA requesting official collects any issued building identification and notifies the GSA Region 10 Security Office of contractors no longer working and the project completion date via email to r10pbssecurity@gsa.gov.

10. The Security Office updates contract employee’s status to inactive in the security database and destroys any returned badges.

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Short-Term Contractor Clearance (Less than 6 months) Security Clearance Process

Flowchart B

Short-Term Contractor

Security Clearance Process

Short-Term Contractor (working less than six months)

NAC background investigation required

1. GSA Requesting Official completes CIW (sections 2, 3, 4 & 5), then forwards (emails) to contract company

(2 business days)

2. Contract Company completes CIW (sections 1 & any remaining portion of 2), then submits (emails) CIW to Security Office email box r10pbssecurity@gsa.gov and cc’s

GSA Requesting Official (2 business days)

4. DHS/FPS

receives CIW and initiates e-QIP invitation* (via email) to contract employee

(3 business days)

6. Security Office receives forms, logs receipt in GSA security database and forwards to

DHS/FPS

(1 business day)

7. DHS/FPS begins investigation and emails

NIA date to Security Office and contract employee*

(5 business days, pending receipt of completed security packet)

3. Security Office receives CIW and enters into GSA security database, forwards CIW to

DHS/FPS

(1 business day)

8. Security Office forwards NIA to applicable building manager to create building identification (1 business day)

Security clearance complete

9. At project completion the GSA Requesting Official collects any issued building identification and notifies GSA

Security Office via email at r10pbssecurity@gsa.

gov of collected badges and project completion date (1 business day)

10. Security Office updates contract employee status in security database (1 business day)

5. Contract employee completes SF85P through the e- QIP, prints and signs signature pages (7 business days)

5A. In addition to e-QIP contract employee must submit two sets of

FD258 fingerprint cards.

Fingerprinting services are provided by GSA Livescan and local police departments (within the 7 business days of e-QIP invitation)

Responsibility:

GSA Requesting Official: GSA Government Official, ex. CO, COR, Property Manager or Project Manager

Acronyms:

CIW: Contract Information Worksheet e-QIP: Office of Personnel Management’s secure portal to complete and submit security forms.

NAC Clearance: good for six months NIA: Notice of Initial Adjudication *If NIA is unfavorable contract employee not allowed to work in GSA controlled facilities.

DHS/FPS: Department of Homeland Security/Federal Protective Service

Contract Company

GSA Region 10 Security Office

Contract employee: contracted by Contract Company

*If DHS/FPS finds errors, incomplete information or requires additional documentation, they send new e-QIP invitation. Contract employee must make needed updates/changes and resubmit new signature pages to Security office.

On Occasion: Other Agencies may require access into GSA’s controlled space (ex. phone closets). GSA cannot do clearances on other agencie’s contractors. The coordination of these contractors should be coordinated with the GSA Property Management.

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Long-Term Contractor Clearance (Greater than 6 months) Security Clearance Process

When a GSA Requesting Official determines a contactor will require access to federal space for period greater than six (6) months the contractor is required to submit to a National Agency Check with written inquiries (NACI) personnel security investigation. The NACI is required by contractors who require routine access for more than six (6) months, those who need Information Technology (IT) access (regardless of how long they will be working on a GSA contract) and also applies to those contractors for whom the GSA Requesting Official determines may be needed on multiple contracts, and thus cannot be cleared using the procedures for short-term contractors described on the previous pages. This level of personnel security investigation is HSPD-12 compliant. To receive a NACI clearance, a Contractor Information Worksheet (CIW) version 2, SF85-P form through e-QIP, two sets of FD258 fingerprint cards and signed signature pages are required.

Long-Term Clearance submission procedures

1. When National Agency Check with written inquiries (NACI) personnel security investigation is required, the GSA Requesting Official completes the Contractor Information Worksheet (CIW) sections 2, 3, 4 and 5, and then emails to contract company representative. The GSA Requesting Official has the overall responsibility to ensure the CIW is complete and correct.

Special attention should be given in the case of subcontractors to ensure the subcontract company’s information is correct. The contractor’s company representatives, as well as the contract employee are normally required to provide assistance in the completion of this form.

Refer to Appendix A for detailed instructions on completing the CIW.

1A. ARRA Projects: If the contract employee is working on a project associated to the American Recovery and Reinvestment Act (ARRA), the comments/note section at the bottom of the CIW must be notated: ARRA contract employee.

2. The contract company representative completes the Contractor Information Worksheet (CIW) section 1 and any remaining portions of section 2 and then submits via email to the GSA Region 10 Security Office (r10pbssecurity@gsa.gov). The GSA requesting official must be copied on the email or the contractor may submit the CIW per the instructions provided by the GSA requesting official (ex. sends completed CIW to requesting official). The CIW serves as the requesting official’s acknowledgment that the contract employee is related to the project and that a security clearance is required.

Contractor Information Worksheet (CIW) completion guidelines

a. The CIW must contain a valid e-mail address for the contract employee in Section 1. This may be a personal or business e-mail address, but needs to be one that the contract employee or a contract company representative has regular access to. If the contract employee, doesn’t already have an e-mail address the employee may use one of the many free e-mail providers (ex. MSN’s hotmail.com account). All notifications during the e-QIP process will be sent to this e-mail address.

b. The complete CIW must be typed and saved as a Microsoft Word document and then sent electronically as an attachment to the GSA Security Office email address. Please refer to Appendix G for directions on encrypting the document to prevent release of Personally Identifiable Information (PII).

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e. The CIW may be submitted to the GSA Security Office by either GSA requesting official or the contract company representative. If submitted by the contract company representative directly to GSA’s Security Office, the requesting official must be copied on the email.

Submissions which do not include the GSA requesting official’s e-mail address will not be accepted.

f. An incorrect or incomplete CIW will be returned to the sender for corrections.

3. After the CIW is emailed to GSA’ s Security Office, the information is inputted into GSA’s security database and forwarded to the Federal Protective Service (FPS) a agency within the Department of Homeland Security (DHS).

4. FPS receives the CIW from the GSA Security Office and creates a user profile for the contract employee. This initiates e-QIP email invitation to the contract employee that is sent to the e-mail address as provided in Section 1 of the CIW. Included in the invitation is an instructional reference guide to assist the applicant in the completion of the e-QIP file.

The contract employee has:

a. Seven (7) days to initially log into the e-QIP system before being considered delinquent.

e. Seven (7) days to complete the form in e-QIP before being considered delinquent.

f. If a contract employee is terminated from the e-QIP system the personnel security investigation has not yet begun therefore, no notice of initial adjudication will be made. Failure to complete the forms via e-QIP prohibits the contract employee from routine access on or in a federal facility.

5. The e-QIP invitation may be accessed from any computer connected to the internet. Included in the e-QIP invitation is the standard Form 85P, Questionnaire for Public Trust Positions (SF-85P) forms. The invitation includes an instructional reference guide however additional assistance for e-QIP completion has been included below and later in this guide.

e-QIP invitation completion assistance

a. The e-QIP frequently asked questions website: http://www.opm.gov/e-qip/faq.asp

b. If the contract employee is unable to access the e-QIP website or experiencing other technical problems, the individual may contact the OPM Help Desk at 1-866-631-3019. The hours of operation are 6:30am – 10:30pm, Monday through Friday and 7:30am – 3:00pm on Saturday, all times are Eastern Standard Time.

c. For other problems such as “golden question” reset or general e-QIP assistance call the FPS regional adjudicator. Points of contact and phone numbers are provided on all e-QIP related e-mails sent by FPS.

g. Once the on-line form is completed and validated, the contract employee needs to print out and sign all signature pages.

5A. In addition to completing the e-QIP invitation the contract employee must submit (2) two sets of FD-258 fingerprint cards.

1. The contract employee will need to obtain two sets FD-258 fingerprint cards. FD-258 fingerprint cards may be obtained from the GSA Security Office by request or at a local law enforcement agency. GSA has the Livescan electronic fingerprint system available at several http://www.opm.gov/e-qip/faq.asp

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GSA Service Centers, please verify with the GSA requesting official (ex. contracting officer, COR) the use and availability. Also, some law enforcement agencies provide fingerprinting services as part of the fee, others do not. The only acceptable fingerprint card is the FD-258;

no other card types will be accepted.

2. The personal information on both of the FD-258 fingerprint cards should be left blank until the fingerprints are recorded on the cards. Some organizations have electronic means to take fingerprints and the system will print the personal data on the card, while other providers do not have this capability, which results in the applicant having to hand-write the personal information on the cards in black ink only. Regardless of the method utilized to obtain the prints, the applicant is responsible for ensuring all personal information is filled out. Step-by-step instructions on how to properly fill out the personal information portion of the FD-258 card is available in Appendix J.

3. The contract employee must then deliver or mail the signature pages and two (2) sets of FD- 258 fingerprint cards to the Region 10 GSA Security Office, 400 15th Street SW, Room Northeast, Auburn, WA 98001-6599.

6. Receipt of the required signature forms and fingerprint cards are logged into the security database. The GSA Security Office then forwards to FPS.

Hard Copy Submittal: The GSA Security Office will accept hard copies submittals of the standard form 85P, however this method is discouraged and requires prior approval by the Security Office; it is highly recommended to complete the forms and submit via the e-QIP email invitation. The GSA Regional Security Office is not permitted to make any changes to any of the personnel security investigation forms. Therefore, if discrepancies are noted during this review, the entire personnel security investigation package will be returned to the applicant’s company representative. Included will be a discrepancy form listing all noted errors and what actions are required to correct the deficiencies.

Although the GSA Regional Security Office provides a discrepancy list with each returned package, this is no guarantee the GSA Security POC will note all necessary corrections to the forms being sent to the FPS regional adjudicators. If additional corrections are noted by the DHS/FPS adjudicators, the package would once again be sent back to the contract company’s representative further delaying the process.

7. FPS will perform a review of the e-QIP packet or the hard copy personnel security investigation package, return for any corrections or accept it. The contract employee will need to monitor their e-mail account. If FPS detects any errors in the e-QIP submission, they will provide instructions on how to correct them via e-mail only. Failure to initially log into e-QIP, complete the form, or correct identified discrepancies, may result in the contract employee being terminated from the e- QIP system. If at any time the contract employee reenters their personal data on the e-QIP system (i.e. to make corrections or changes) the entire e-QIP file will need to be revalidated. The contract employee must then print out, sign and date new signature sheets. If new signature pages are required the second set of signature pages with a legible signature may be scanned and submitted electronically to r10pbssecurity@gsa.gov or faxed to the GSA Security Office at 253-804-4848. Each time e-QIP is accessed, the system automatically assigns a new control number. The control number from e-QIP and the signature sheets must match or the personnel security investigation will be rejected. Upon receipt of a completed personnel security package, FPS starts the process of adjudication. A Notice of Initial Adjudication (NIA), stating the enter on duty (EOD) date is emailed to the contract company and to the GSA Security Office.

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Hard copy submissions requiring corrections or additional information are returned to the GSA Security Office and mailed back to the point of contact in Section 2 of the CIW, usually the contract company representative via FedEx.

8. Once the personnel security investigation is accepted by FPS, they will begin the process of providing an initial suitability determination. When either a favorable or unfavorable initial suitability determination has been made, normally within five (5) business days, FPS will make notification of the decision via e-mail to the contract employee and GSA’s Security Office. If an unfavorable notification the contract employee will not be allowed to access federal facilities and space. When a favorable notification is received, the GSA Security Office forwards NIA to applicable requesting official, building manager and other required point of contacts to create a building identification/access card.

9. After FPS has issued an initial suitability determination the personnel security investigation is forwarded to the Office of Personnel Management (OPM) to complete the written inquiries portion of the investigation.

10. At this time if an HSPD-12 credential is required, the GSA Requesting Official or Contract Company may request an HSPD-12 credential sponsorship form by emailing the GSA Security Office at (r10pbssecurity@gsa.gov). The contract company representative must compile the required information for each GSA contract employee meeting the requirements for a HSPD-12 credential and send to the GSA R10 Security Office email address. There are specific instructions enclosed with this spreadsheet, on how to fill it out, how to find the building number the contractor works at, and how to encrypt the spreadsheet prior to emailing back to the GSA Security Office.

The encrypting process is to ensure the integrity of the private information is not compromised.

11. At project completion or at any time by request of a GSA official, the building identification must be returned to the General Service Administration (GSA). The GSA requesting official collects any issued building identification and notifies the GSA Region 10 Security Office of contractors no longer working and the project completion date via email to r10pbssecurity@gsa.gov. The Security Office updates contract employee’s status to inactive in the security database and shreds any returned badges.

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Long-Term Contractor Clearance (Greater than 6 months) Security Clearance Process

Flowchart C

Long-Term Contractor

Security Clearance Process

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Obtaining an HSPD-12 Credential

Homeland Security Presidential Directive-12 (HSPD-12), signed on August 27, 2004, requires the development and implementation of a mandatory, government-wide standard for secure and reliable forms of identification for Federal employees and contractors. See Appendix A for HSPD-12 Presidential Directive. The new Personal Identity Verification (PIV) card is a secure, “smart” card that meets HSPD-12 requirements and provides one standard credential for identification, building access, network access, and privacy protection. All current GSA contractors who require routine access to GSA facilities or IT systems must have a suitable personnel investigation completed or in process in accordance with HSPD-12 guidelines. To find out whether you have a personnel investigation completed or in process, contact your Contracting Officer (CO) or Contracting Officer’s Technical Representative (COTR).

Which contractors require an HSPD-12 card?

HSPD-12 cards are required for all contractors who meet any one of the criteria in the checklist table below.

Check Box Criteria

□ GSA contractor requires routine access to one or more GSA-controlled facilities for more than 6 months.

GSA contractor requires routine access for more than 6 months to a GSA-controlled facility that is under construction, and the facility is considered to be “substantially complete.”

GSA contractor requires routine access for more than 6 months to a GSA-controlled facility that is in a repair and alteration project where the facility does not have isolated access for construction contractors and other workers.

GSA Lessor and/or Lessor staff that requires routine access for more than 6 months to the GSA government leased space within a facility security level 3 100% government occupied or level 4 leased facilities.

GSA contractor requires access to one or more GSA-controlled information systems (including GSA Lotus Notes email) or networks, regardless if the contractor is a long-term (more than 6 months) or short-term (6 months or less) and regardless of the employee or contractors physical location from which an accesses the GSA IT system or network.

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1. After a determination is made that an HSPD-12 credential is required an HSPD-12 credentialing sponsorship spreadsheet, must be completed. The HSPD-12 credentialing sponsorship spreadsheet may be obtained by contacting the GSA Region 10 Security Office. The completed HSPD-12 sponsorship spreadsheet may be emailed to r10pbssecurity@gsa.gov or to your Region 10 Security POC.

2. The security office will contact the HSPD-12 Program Management Office with the list of individuals to be sponsored. The GSA Security Office will sponsor individuals on a weekly basis.

When sponsorship status is has occurred each individual contract employee will receive an email stating that they have been sponsored. Individuals must enroll within thirty (30) days of being sponsored. After 30 days the contractor/employee will receive a reminder via email. If action is not completed within 60 days the GSA Contracting Officer/Contracting Officer Representative is notified. If not enrolled after 90 days, access to GSA’s Federal Space will be denied and/or IT use prohibited.

3. This sponsorship email will be sent to the addressed noted on the HSPD-12 credential sponsorship sheet submitted to the GSA Security Office by the contract company representative.

The email will instruct the contractor to disregard the card pick up location information because it is incorrect but retain the PIN and use the link to schedule their card activation appointment. This email will have specific instructions on how to find the nearest credentialing station and how to make an enrollment appointment. To enroll the contract employee will be required to bring two

(2) forms of valid government issued identification. A list of these documents is available at http://www.fedidcard.gov/ . This link also provides additional information about the HSPD-12 credential, a credential station locator, and other important information.

IMPORTANT: DO NOT make an appointment to enroll until you have received an email notifying you that you have been sponsored. You may not enroll to receive a credential until you have been sponsored. To make an appointment you will be required to create a user name and password. If you forget this when you make your activation appointment, you can create a new one. There will be two choices: Enroll, and Pick up Card. Enroll will be your first trip to the credential station to enroll yourself. Pick up Card means you have received your card and you are making an appointment to activate it.

4. Once you enroll, you will receive an email indicating your credential has been produced and is being delivered. It may also tell you to make an additional appointment to pick up your card (credential). DO NOT make an appointment to pick your credential up at this time. The pick up card appointment is to “activate” the credential; after you have already received it.

Credential/Enrollment Stations: There may not be credential stations in all locations. You may be required to drive up to a 100 miles to the nearest credential station. Please use the above website to continue to look for new credential stations.

Mobile Stations: GSA and other federal agencies will soon have a wave of mobile stations coming to several areas that do not have permanent stations. It is imperative that you submit your sponsorship information as soon as possible so you can utilize these mobile stations if they come to your area.

This might limit the need to drive to a much further station.

http://www.fedidcard.gov/

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5. The HSPD-12 credential is shipped to the GSA Region 10 Security Office. The GSA Security Office will then ship the credential to the contract company representative or to a GSA Official in the general proximity to the building that the contract employee works at for distribution.

6. Once the contract employee receives the HSPD-12 credential the card will need to be activated.

The contract employee or contract employee representative must make an additional appointment at the credential station. The email received regarding that the HSPD-12 was ready for pick-up may state that the contract employee bring the provided PIN number to the activation appointment. If the PIN is available, please send it with the contract employee to the appointment.

However, if it was not received or it was misplaced the contract employee may enroll without it.

Upon activation, the process is completed and the HSPD-12 credential is good for up to five years. The expiration date is located on the top right hand side of the credential.

Note: The overall goal of the HSPD-12 credential is allow the federal government employees and contractors to have one easily identifiable credential. However, there may be the need for a contractor to have a facility access card. The facility access card is the card most contractors receive now. It is generally made at the building you work in and must be displayed while on the premises performing contract duties. Each contractor may be required to have both, however, check with your GSA property management office to be sure. Eventually these new HPDS-12 credentials will be used as key cards to the building, eliminating the need for an additional facility access card. A temporary facility access card may also be required until each contractor has a chance to enroll and receive their GSA HSPD-12 credential. The HSPD-12 credential is your official government Identification and must be on your person at all times during work on government property, even if you are required to have an additional building specific badge such as a facility access card.

Returning a HSPD-12 Credential

If a Contract Company and/or contract employee is no longer working on a GSA contract, the GSA Security Office must be notified and the HSPD-12 credential and any other building badge or access card must be returned to a GSA Official; such as a Property Manager, Contracting Officer Representative (COR), or other GSA representative. The contract company representative may notify the GSA Security Office via email at r10pbssecurity@gsa.gov or by calling any of the GSA Security Office Representatives. Returned HSPD-12 Credentials may be mailed to the GSA Security Office at 400 15th Street SW, Auburn, WA 98001-6599. Additional contact Information for the Region 10 Security Office representatives is included on the last page of this guide.

The GSA Requesting Official is responsible for the HSPD-12 credential and any issued facility access cards from the date of issue until it is collected for destruction upon expiration of contract, termination of the employee or removal from a contract.

Reporting a lost or stolen HSPD-12 Credential

A lost or stolen HSPD-12 credential must be reported immediately to the GSA Security Office at r10pbssecurity@gsa.gov, or by calling any of the GSA security points of contacts on the GSA Security Points of Contact page of this guide.

Additional information on GSA’s HSPD-12 Credential Program

Refer to GSA HSPD-12 Handbook, CIO P 2181 at http://insite.gsa.gov/hspd12implementation.

mailto:r10pbssecurity@gsa.gov http://insite.gsa.gov/hspd12implementation

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Frequently asked questions regarding the HSPD-12 Credential

Is a background investigation required to receive a card?

Yes. Employees and contractors will continue to submit fingerprints for an FBI background criminal check. Once the fingerprint check is completed, employees and contractors will submit a National Agency Check with Inquiries (NAC-I), which is an investigation consisting of a record searches and written inquiries covering specific areas of a person's background during the past 5 years. Your NAC-I investigation must be initiated for you to enroll for a HSPD-12 credential.

How will I know when to enroll for my HSPD-12 card?

Once your information has been entered into the system as a part of the sponsorship, you will receive an e-mail from HSPD12PMO@gsa.gov. The e-mail will contain instructions to schedule an appointment at a GSA enrollment center to enroll for your new card, submit proof of ID documents, and get your fingerprints taken.

Do I need a card if I am a temporary GSA contractor?

Temporary contractors (those employed six months or less) must undergo a background investigation only if they will require routine access to GSA-controlled facilities for more than ten days.

Generally, temporary contractors do not receive a HSPD-12 credential unless they require access to GSA IT…