Step-by-Step_Contractors.pdf

Step-by-step Process for Contractors

General notes

After award, the contractor shall submit a Contractor Information Worksheet (CIW) and

Credentialing Application (CA) (http://insite.ncr.gsa.gov/HSPD-

12/html/support_docs.asp) for each contractor worker who will require access to

Federally-controlled facilities and/or a Federal information system in performance of the contract. Process Map

The CIW must be typed. Incomplete CIW and/or other forms: If the General Services

Administration (GSA) National Capital Region (NCR), Security & Emergency

Management Division (S&EMD) finds that the CIW and/or other forms are not correct, S&EMD either will return the forms to the requesting official or email the contractor, contractor’s company point of contact (POC) and requesting officer to request the information be corrected . The Requesting Official or POC may forward the corrected

CIW and/or information to the S&EMD. S&EMD cannot initiate contractor personnel into Electronic Questionnaire Investigation Process (e-QIP) or GSA Credential & Identity

Management System (GCIMS) unless the forms are filled-out correctly. Furthermore, FPS cannot begin their suitability determination process until they receive a completed package from the S&EMD which includes forwarding the CIW, three signature pages from the e-QIP application and two Fingerprint Cards (FD-258).

Personal Identifiable Information (PII) - All sensitive information, such as PII, which is transmitted via emails, must be encrypted. Do not send PII information via unencrypted email to this office. Fax the forms to (202) 260-5097, or mail/FEDEX forms to General

Services Administration, Security and Emergency Management Division, 301 7 th

Street, SW, Washington, DC 20407.

Recruiting Period

Step 1: When contractors are assigned to a new contract, the Contracting Officer (CO) or

Contract Specialist (CS) will provide the appropriate forms (CIW and CA) to the contractor.

a. In certain cases, the contractor’s company PM/POC might provide all or part of this information.

b. The contractor applicants must provide their own e-mail address. An email address cannot be used for more than one person.

Pre-employment

Step 2: The contractor completes CIW and CA. These forms are available at http://insite.ncr.gsa.gov/HSPD-12/html/support_docs.asp.

Step 3: The contractor company forwards CIW and CA to their CO/CS.

http://insite.ncr.gsa.gov/HSPD-12/html/support_docs.asp http://insite.ncr.gsa.gov/HSPD-12/docs/HSPD-12%20Process%20Map-Contractors%2003-07.ppt

Step 4: The CO/CS forwards the CIW and CA to S&EMD, 301 7 th

Street, SW, Room 5052, Washington, DC 20407, or they can be faxed to (202) 260-5097.

Ensure the forms have been reviewed for completeness.

Step 5: The S&EMD verifies the CIW and CA for completeness, initiate e-QIP invitation to the contractor, forwards an e-QIP email invitation to the contractor, contractor company and requesting official with instructions, and enter contractor information into GCIMS using the CA

Step 6: The contractor will receive an email from the GSA's Identity Credentials and

Access Management Office (ICAMO). The contractor can now enroll at the Managed

Service Office (MSO). To locate an enrollment stations nearest your area go to http://www.fedidcard.gov/centerlocator.aspx . Use the following information to make your enrollment process a success:

a. Enrollments are done by appointment or on a walk-in basis; however, it is recommended that all contractors schedule appointments in order to ensure that they will be serviced in a timely manner and have better location selection.

(https://www.schedulemsp.com/tc/login.do?url=10001)

b. Each applicant is required to bring two forms of identification to include at least one primary ID:

1. “Primary” Identification (for example: Driver’s License, Passport, Military Identification)

2. “Secondary” Identification (for example: Social Security Card, Agency Badge, Voter Registration Card etc)

c. Enrollments consist of:

1. Personal Identifiable Information (PII) review by the applicant,

2. Taking a picture

3. Electronic fingerprinting (these print are separate from the background investigation).

Note: For a full list of acceptable identifications go to http://www.fedidcard.gov/viewdoc.aspx?id=109.

Step 7: The contractor fills out the personnel investigation forms. For complete instruction for e-QIP, see http://www.opm.gov/e-qip/ .

a. Logon to www.opm.gov/e-qip/ (OPM’s e-QIP system) as per instructions in http://www.fedidcard.gov/centerlocator.aspx https://www.schedulemsp.com/tc/login.do?url=10001 http://www.fedidcard.gov/viewdoc.aspx?id=109 http://www.opm.gov/e-qip/ http://www.opm.gov/e-qip/ e-mail invitation.

b. Fill out personnel investigation form SF85 and OF 306 with Addendum.

c. Print and sign all three signature pages and releases the application online.

Step 8: The contractor contacts S&EMD at 202-205-2523 to schedule an appointment for livescan fingerprints or go to a local police station, FPS, or GSA live-scan station, GSA HR department, or other agency fingerprinting facility to submit fingerprints.

a. If fingerprints are taken manually on paper, use FD-258 Fingerprint Card.

b. Fingerprint service provider should verify contractor’s identity by examining two forms of identity source documents in original form. The identity source documents must come from the list of acceptable documents included in Form I-9 OMB No. 1115-

0136, “Employment Eligibility Verification.” At least one document shall be a valid State or Federal Government-issued picture ID.

Step 9: The contractor or CO/CS will forward signature pages, OF 306 with Addendum and fingerprints cards (FD-258) to S&EMD along with a cover letter – see Step 8.

Step 10: The S&EMD forwards the CIW, signature pages, OF 306 with Addendum and fingerprint cards (FD-258) to the Federal Protection Service (FPS) via courier services.

Employment

Step 11: FPS conducts FBI fingerprint and other suitability checks to determine if contractor is favorable, or unfavorable for employment.

a. If fingerprints are deemed “unclassifiable” by FBI, FPS will notify S&EMD and the contractor via email. The applicant will schedule an appointment with S&EMD for new prints and resubmit new fingerprints to FPS.

b. If the applicant fingerprint checks are favorable they will be given Entry on

Duty (EOD).

c. If unfavorable, the applicant will be given their right to due process. Under due process, the employee is notified of the government’s intent to revoke or deny employment due to unfavorable results. The employee is afforded the opportunity to provide additional, clarifying information to persuade the government to changes the decision information. Under due process the employee has 30 days respond.

d. If a contractor has a previous investigation, FPS will check the OPM PIPS system and if a previous favorable investigation is on file, FPS will order the investigation and do reciprocity. It is still require the contractor to complete the e-QIP application. If you have a background investigation on file, FPS will not request a new

OPM investigation.

Step 12: FPS releases/submits personnel investigation request to OPM.

Step 13: FPS informs all parties of initial suitability results.

a. Forwards initial suitability decision results to requesting official, HSPD-12

POC, individual and contracting company.

b. Forwards initial suitability results to GSA HSPD-12 PMO

(HSPD12Security@gsa.gov)

c. Forwards initial suitability results to GSA IT security (ITSecurity@gsa.gov)

Step 14: Upon receipt of a favorable result contractor’s card is printed by the ICAMO.

Step 15: IT grants initial access to IT system. Initial access allows the individual to have limited access to GSA IT systems such as, Lotus Notes, GSA Insite, and the internet.

Step 16: ICAMO send email notification to the contractor informing the contractor to schedule an appointment for access card pickup and activation.

Step 17: FPS informs S&EMD, IT, and ICAMO of final investigation results.

Step 18: IT grants the contractor staff full access to IT Systems. This includes any internal database/drives or access to applications such as Pegasys, Comprizon, and

STAR.

Termination

Step 19: The contractor company provides the individual with an out-processing checkout sheet.

Step 20: The contractor completes checkout sheet.

Step 21: The checkout sheet is forwarded to the CO/CS. The CO/CS reviews checkout

Sheet, notifies IT to disable IT computer access and/or the CO/CS or the contractor returns the access card to S&EMD

Step 22: The S&EMD notifies ICAMO via email to deactivate access card and then destroys the card by shredder.

Step 23: IT revokes contractor’s IT access.

mailto:HSPD12Security@gsa.gov mailto:ITSecurity@gsa.gov