J.4 - Security Clearance and Badging Information.pdf

Attachment J.4

SECURITY CLEARANCE AND BADGING INFORMATION

Conducting the Suitability Determination and Security Clearance

All PerSCs on the contract shall have at least a Tier 2 MBI Security Clearance from FOH. The COR will provide to the Contractor after contract award a badging packet to be completed by each contract employee to work on the contract. Tier 2 MBI must be renewed every 5 years from adjudication to maintain a required public trust for FOH.

Contractor shall submit the form “Information needed for ALL New Contractors to FOH June 2020.pdf” to begin the process once an applicant has been selected to work for FOH. This form can be submitted prior to submitting the complete package to begin the One View process.

Contractor shall submit a complete package for all staff throughout the life of the contract. Delivery to the COR and subsequently to the FOH Security Manager will be via electronic method and followed-up with a hard copy package sent directly to the FOH Security Manager. Contractor shall review each package submitted for each applicant to ensure accuracy. Any incomplete package will be rejected and sent back to the Contractor for correction. If a package for an individual has to be resubmitted, then a disincentive will be assessed against the Contractor as per Section C.11.2.

NOTE: All hard copy packages must include the paperwork and the two fingerprint cards as one package. FOH Security Manager will not accept a package that does not include the fingerprint cards submitted separately.

Badging Process

1. Contractor shall submit a complete package for each new hire. Special instructions on how to fill out the different documents are found in Attachment A to this document. Below is a list of documents required to be filled out:

Information needed Required for ALL New Contractors to FOH June 2020.pdf HHS 828 (Vendor Specific File revised 8/2020) 2019 OF 306 Form.pdf - OF306 – Declaration for Federal Employment Current Resume Non-digital Fingerprint Cards (2) SATPAT certificate-of-completion updated August2020.pdf - Security and Privacy

Awareness Training Certificate of Completion August2020 HHS ROB_08112020.pdf - HHS Rules of Behavior Signature Page Records Management Training Certificate for NonLMS_08112020.pdf - Records Management

Training Certificate of Completion FCR.pdf – Fair Credit Reporting

2. Applicants may receive multiple emails within fourteen (14) calendar days after package has been accepted by the COR.

Enrollment with PSC-Badging o Emails will be sent to the applicants from HSPD-12 Services/HHSIdentity (Check Spam/Junk Mail folders) o Applicants will be required to get digital fingerprints and a photo for their FOH PIV badge o Applicants located within the DC region will receive an email from HHSIdentity to schedule their enrollment or issuance of the FOH PIV card. The link provided is only good for 48 hours from the date sent to applicant. When scheduling please use zip code “20814” and both badging DC locations will appear and select date and time of appointment.

o Links are only good for 48 hours and must be completed within the timeframe or the link expires.

EQIP

o Emails will be sent to applicants from PSC-Intakes, the name of the Personnel Security Specialist will be listed within the invitation if needed for assistance/corrections (Check Spam/Junk folders) o Applicants must complete the EQIP process within the time frame specified in the email.

o EQIP will close after specified timeframe and applicant will be non-compliant if they have not completed and submitted the EQIP. Failure to complete and submit the EQIP within the specified timeframe a disincentive will be assessed against the Contractor as per Section C.11.2.

NOTE: It is the responsibility of the Contractor to ensure applicants complete within the timeframe allotted. If not, EQIP self-terminates and applicant will need to submit a new complete package.

3. Start Dates of New Applicants PIV cards are to be picked up once a start date has been established on the contract. Adjudication shall occur prior to applicants starting work.

o Applicants located within the DC region will receive an email from HHSIdentity to schedule their enrollment or issuance of the FOH PIV card. The link provided is only good for 48 hours from the date sent to applicant. When scheduling please use zip code “20814” and both badging DC locations will appear and select date and time of appointment.

o Links are only good for 48 hours and must be completed within the timeframe or the link expires.

The Contractor is hereby notified that this security adjudication process may take up to 60 days after submission a completed package. In no uncertain terms does the Contractor have claim to a request for an equitable adjustment of this 60-day process.

o No PerSC shall review any Personally Identifiable Information or Personal Health

Information within a SPS prior to adjudication.

o No PerSC shall enter a SPS without adjudication.

4. Expiring Badge:

HHS828

OF306

Resume

5. Expired Badge:

6. Lost/Stolen or Damaged Badge:

7. InterOp/Division:

The front of the FOH PIV badge shall have PSC-FOH listed, previously OS-FOH

HHS828

8. Certificates Badge Updated need to update online annual requirement on ITIO equipment prior to expiration. If expired, applicant must contact their vendor and vendor will reach out to the COR for assistance. The FOH Security team will request support from the PSC Badging office. The certificates are only good for 1 year after issuance of the PIV card, reminders will pop up on the computer to remind the contractor 90 days prior to expiration, please ensure the applicant updates the certificates.

9. FOH PIV Badges:

Need to be returned to FOH if no longer employed

10. FOH IRS PIV badges Need to be returned to FOH or the IRS Security office IRS Separation form must be completed and submitted to FOH

Badging Penalties

Penalties shall be assessed to the Contractor in accordance with Section C.11.2.

NOTE - Penalties will be assessed on the following month’s invoice as an invoice deduction.

Additional Badging Requirements for Other Agencies

In addition to receiving a Tier 2 MBI Security Clearance from FOH, Contractors are also advised that Federal Government security requirements may dictate the necessity for the Contractor and/or PSERVs to obtain higher-level security clearance (i.e., top secret, secret, etc). In the event that these higher-level security clearances become necessary, the Contractor shall be required to obtain a Facilities Clearance in accordance with the National Industrial Security Program. COR or designee will assist the Contractor in completion and submission of the appropriate security clearance forms to the Office of Personnel Management, Defense Security Service. Agencies that may require their own badging process are – but not limited to – the following:

Customs and Border Patrol (CBP) Federal Bureau of Investigation (FBI) Internal Revenue Service (IRS)

This is an unclassified contract. No access to classified information or materials are required for performance. Therefore, additional personnel security clearance requirements are dependent on the specific Agency/Department. Any inadvertent access to classified material shall be immediately reported to the Contracting Officer Representative (COR). Contractor employees must receive favorably adjudicated determination conducted by the respective Agency/Department prior to contract performance. Favorable Interim determinations are allowed.

1. IRS Applicants – All IRS packages will be sent electronically to the FOH Security Manager encrypted with the following forms:

RAC Form Excel (January 27, 2021)

OF306

IRS FCRA

Questions – Inquire to the FOH Security Manager

2. FBI Applicants – All FBI package will be sent electronically to the FOH Security Manager encrypted with the following forms:

FBI Instructions (not required to be returned – information only)

FBI Cover Sheet Limited_Escorted_Access_Request_LAR forms Questions – Inquire from the FOH Security Manager

Attachment A: SPECIAL INSTRUCTIONS FOR COMPLETING FORMS

A. “Information needed for ALL New Contractors to FOH June 2020.pdf” is REQUIRED to begin the process Must be submitted to the COR for distribution securely to the applicable FOH Security Team once applicant is hired

1. COR submits to FOH Security Specialist for processing electronically

a. FOH Security Manager will review the information and initiate the process in the OneView Gateway Application. Note: Applies to applicant who have NEVER been an HHS employee previously.

i. Once established in the OneView System, the FOH Security Manager will send an email to the applicant and COR

ii. Applicant must complete within three (3) days of OneView Gateway email date

iii. User Guide will be provided within the email to the applicant

B. HHS 828

Instructions to fill out the HHS 828 Form (Please type all information):

1. All new applicants will select “New Applicant” and “Full Investigation”

a. Page 4

i. Fill in the date submitted

ii. Field 1. Select HSPD-12 Badge – New Applicant (drop down box) Select correct drop down: new applicant, card expiring, or ALT Network card, etc.

iii. Field 2. Select Full Investigation

iv. Fields 3 – 11. Complete the information requested

1. Field 4. If no middle name, write “NMN”

2. Field 6. Position Title – must be completed

3. Field 7. Work Location: Site Code, address, city, state and zip code

4. Field 8. Phone number

5. Field 9. Email

6. Field 10. Leave Blank

7. Field 11. Write firstname.lastname@itsc.hhs-itsc.local

8. Field 24. New Applicants Answer NO. If re-investigation (current applicants with FOH) then the answer would be YES (card expired, full investigation, etc)

v. Answer Questions 27 – 32

b. Page 5

i. Fields 34 – 36. Please enter your vendor information

c. Page 6

i. Fields 63 and 64. Sign and Date (can be electronic signature)

d. Page 7

i. Fields 1 – 15. Complete the information requested

ii. Field 2. If no middle name, write “NMN”

iii. Field 15 – Answer “yes” if you currently have a federally-issued ID from another agency

iv. Field 20. Leave Blank mailto:firstname.lastname@itsc.hhs-itsc.local

v. Field 21. Write firstname.lastname@itsc.hhs-itsc.local

vi. Field 34. Emergency Responder – Answer “Yes” or “No”

C. HHS Rules of Behavior Signature Page

Complete. Dates must be filled in and signed / dated by applicant. Submitted as PDF New Employees ONLY – Must be “wet” signature in BLACK INK No Computer signature or digital signature will be accepted.

D. Security and Privacy Awareness Training Certificate of Completion

E. Records Management Training Certificate of Completion

F. Fair Credit Reporting Disclosure and Authorization

Must be “wet” signature in BLACK INK. No Computer signature or digital signature will be accepted.

G. OF306 – Declaration for Federal Employment

Instructions to fill out the OF306 Form (Please type all information):

1. Must include applicants’ full name; if an applicant does not have a middle name write

“NMN” (No Middle Name)

2. Social Security Number entered

3. INFO

a. Place of Birth include city and state or country

b. Yes or No, if No provide country of citizenship

4. Date of Birth entered

5. Other Names Used: nick names, maiden, etc

6. Phone numbers - enter info

7. Selective Service Registration:

a. Male born after 12/31/1959 select Yes or No (IF NO, proceed to 8)

b. Have you registered with the Selective Service, select Yes or No (IF No, proceed to

7c)

c. If “NO” describe your reason (s) in number 16

8. Military Service, have you serviced Yes (enter info on table) or No

9. Enter Yes or NO – if Yes explain in number 16

10. Enter Yes or No – if Yes explain in number 16

11. Enter Yes or No – if Yes explain in number 16

12. Enter Yes or No – if Yes explain in number 16

13. Enter Yes or No – if Yes explain in number 16

14. Enter Yes or No – if Yes explain in number 16

15. Enter Yes or No – if Yes explain in number 16

16. Explanations required to complete if the needed to be completed mailto:firstname.lastname@itsc.hhs-itsc.local

a. If any question item 7 through 15 and 18c is marked YES, the applicant must answer the question request specific to the question where it states if Yes, please provide the following information. If incomplete, the package will be rejected. PSC Suitability will have to review and approve the applicant for suitability to work for the government.

17. Signature

a. Applicant signs here and dates the form (MUST BE WET SIGNATURE IN

BLACK INK) No Computer signature or digital signature will be accepted) Additional information may be required by the PSC Suitability team to determine if applicant is suitable to be employed for the government (PSC Suitability will reach out directly to the applicate and will be given a deadline – applicant must comply within the timeframe)

H. Resume For each applicant, the Contractor shall submit a resume with complete mailing addresses (address, city, state) for each employer and education listed

I. Non-digital Finger Print Cards

Two (2) cards must accompany the paperwork

1. If applicants are in the following cities: within 90 miles to the listed below – NO fingerprint cards will be required unless requested for by the badging office.

a. Washington DC

b. Salt Lake City, UT

c. Boston, MA

d. New York City, NY

e. Philadelphia, PA

f. Atlanta, GA

g. Chicago, IL

h. Dallas, TX

i. Kansas City, MO

j. Denver, CO

k. San Francisco, CA

l. Seattle, WA