Draft Attachment J.4 Clinical West Security Clearance and Badging Info_Amendment 00001.pdf

Draft Attachment J.4 – Clinical West Security Clearance and Badging Information

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.

Hard Copy packages are no longer required. Only fingerprint cards need to be submitted via mail.

Badging Process

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 HHS (Sept. 2021).pdf

• HHS-828 (Vendor Specific File revised 09/2021)

• 2023 OF 306 Form.pdf - OF306 – Declaration for Federal Employment

• Current Resume with home, work, and education mailing addresses

• Non-digital Fingerprint Cards (2)

• Cybersecurity Awareness Training Certificate-09/2021 (Signature page; Actual completion certificate is not acceptable)

• HHS ROB – 09/2021 - HHS Rules of Behavior Signature Page

• Job Specific Position Description (JSPD)

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

OneView Gateway

• New FOH applicants will be sent an email with instructions to complete the OneView Gateway application within 48 business hours from the time that their complete package is received from the vendor.

• The applicant has five calendar days to complete the OneView Gateway application.

• Some new applicants may not be required to complete the OneView Gateway application if they are already in the HHS system.

Enrollment with PSC-Badging

• Emails will be sent to the applicants from HSPD-12 Services/HHSIdentity (Check Spam/Junk Mail folders).

• Applicants will be required to get digital fingerprints and a photo for their FOH PIV badge

• 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 “20857” and both badging locations (DC or Rockville, MD) will appear and select date and time of appointment.

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

• Applicants located over 60 miles away from a regional PSC badging office must submit two fingerprint cards.

• Regional Badging Locations:

o Washington, DC o Rockville, MD o Boston, MA o New York City, NY o Philadelphia, PA o Atlanta, GA o Chicago, IL o Kansas City, MO o Dallas, TX o Denver, CO o Seattle, WA o San Francisco, CA

EAPP

• 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)

• Applicants must complete the EAPP process within the time frame specified in the email.

• EAPP will close after specified timeframe and applicant will be non-compliant if they have not completed and submitted the EAPP. Failure to complete and submit the EAPP within the specified timeframe is considered a disincentive and 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, the EAPP self-terminates and applicant will need to submit a new complete package.

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.

• 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 “20857” and both badging DC locations will appear and select date and time of appointment.

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

Note: 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.

• No PerSC shall review any Personally Identifiable Information or Personal Health Information within a

SPS prior to adjudication.

• No PerSC shall enter a SPS without adjudication.

Expiring Badge:

OneView Form

OF306

Resume

Expired Badge:

HHS828

OF306

Resume

Lost/Stolen or Damaged Badge:

HHS828

InterOp/Division:

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

HHS828

OF306

Resume

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.

FOH PIV Badges:

Need to be returned to FOH if no longer employed

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) 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.

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

IRS RAC Form Excel (03-2024)

OF306

IRS FCRA

Questions – Inquire to the FOH Security Manager