4-4. Attch 4 SECREQS DD4 REV Final JUN 2021 FINAL.pdf

Enclosure (4)

CONTRACTOR SECURITY REQUIREMENTS FOR PEARL HARBOR NAVAL

SHIPYARD & INTERMEDIATE MAINTENANCE FACILITY DRY DOCK 4

(REV JUN 2021)

Ref: (a) NAVSHIPYD&IMFPEARLINST 5510.78(series), Information and Personnel Security Program

(b) NAVSHIPYD&IMFPEARLINST 5530.1(series), Physical Security & Loss Prevention Plan

(c) NAVSHIPYD&IMFPEARLINST 5239.1 (series), Activity Information Systems Security Plan (AISSP)

(d) NAVSHIPYD&IMFPEARLINST 2200.1 (series), Portable Electronic Devices Policy

Appendix: (1) Documents Acceptable for Proof of U.S. Citizenship

1. The provisions of these security requirements are in accordance with references (a) through

(d) and applicable to contracts1 that only require access to Dry Dock Four (DD-4) compound.

2. Performance of all work under these provisions shall be restricted to U.S. citizens2 only. U.S.

citizen employees of a foreign commercial interest (FCI) company (including its subcontractors and suppliers) shall be handled as foreign nationals and written authorization including security measures shall be required for unescorted access to Pearl Harbor Naval Shipyard & Intermediate Maintenance Facility (PHNSY&IMF) spaces. Access by non-U.S. citizens shall require written authorization and security measures that may include constant escorting and sanitization of sensitive information. Therefore limit this occurrence to unique situations (e.g. when a non-U.S.

citizen is the only one who can perform the desired work).

3. Contracts that require access to classified information are referred to as “Classified” contracts.

These types of contracts require submission of the contract’s Contract Security Classification Specification Form (DD 254) with the visit request (VR).

4. These security requirements are applicable to the prime contractor as well as to all subcontractors and suppliers thereunder.

5. The period of proposed contract work, to be performed in particular areas of PHNSY&IMF, is subject to further approval of the PHNSY&IMF Commander depending on the sensitivity of industrial operations in the affected areas.

6. Three weeks prior to the visit, the contractor’s Company Official shall complete applicable items on Part 1 of the “Contractor Visit Request to Pearl Harbor Naval Shipyard & IMF” form (PH-SYD IMF 5512/28). The contractor shall contact the Government Contracting Activity (GCA), Contracting Officer’s Representative (COR), PHNSY&IMF or Tenant Sponsor for an

1 Throughout this document “Contract” shall also refer to Task or Delivery Orders (TO/DO), subcontracts or Memorandums of Agreement or Understanding (MOA/MOU), purchase and government credit card orders.

2 According to the U.S. Department of State, not all U.S. nationals are U.S. citizens.

electronically fillable form. If the contractor has an active DOD Facility Clearance (FCL), the Company Official shall indicate this in Item 5 of the VR and include the CAGE code in the same box. If the contractor doesn’t have an active DOD FCL, the Company Official shall complete a Foreign Interest Determination (FID) form and submit it with the VR. This FID and its instructions can also be provided by the GCA/COR, PHNSY&IMF or Tenant Sponsor.

NOTE: Contractor is responsible for submitting an updated FID during the visit period if answers to the questions have changed or after two years have passed, whichever is sooner.

7. In order for the Contractor to protect their employees’ Personally Identifiable Information (PII) they are strongly encouraged to send the VR by encrypted or password protected email to the GCA or COR for completion of Part 2. The GCA/COR shall then forward the VR and DD 254, as applicable, by encrypted email or DoD Secure Access File Exchange at https://safe.apps.mil to the PHNSY&IMF or Tenant Sponsor for completion of Part 3 no later than two weeks prior to the visit. The PHNSY&IMF or Tenant Sponsor shall upload the VR and associated documents to the Code 320 “Contractor Visit Requests” (SharePoint) no later than one week prior to the visit date.

8. Entry into DD-4 may be authorized under the following conditions.

a. For unescorted entry to DD-4 the prime contract and subcontracts must include this security requirements attachment to ensure contractor compliance.

b. The initial submittal of VR forms need not be all-inclusive. Additional newly completed VRs may be submitted to meet the essential requirements of the contractor. Each individual added, however shall be subject to the same pre-entry screening requirements as outlined above.

c. Under no circumstances shall personnel sign, transmit or hand-carry their own VR. The VR should be mailed, e-mailed encrypted or password protected, or delivered by the GCA, PHNSY&IMF or Tenant Sponsor.

d. Ensure that all contractor employees provide a valid state or federally issued photo identification card, contractor DBIDs identification card and an original or certified copy of their proof of U.S. citizenship to the Pass and ID Office prior to being issued a PHNSY&IMF badge, see Appendix (1) for a list of acceptable documents.

e. Ensure any derogatory or questionable information concerning contractor employees possessing a DOD security clearance or a PHNSY&IMF badge is immediately reported to the Security Office (Code 1123) so that access eligibility can be reevaluated.

f. Ensure that contractor employees who are sponsored for a Green, Yellow or Red badges annually watch the approximately 30-minute orientation on the safety, security, and radiological protection aspects of industrial operations within the PHNSY&IMF.

Note: The briefing, which is in the form of a video presentation, shall be given at the Pass and

ID Office in groups of 4, prior to the issuance of PHNSY&IMF badges. Special arrangements for larger groups can be scheduled upon request.

g. Ensure that contractor employees at all times while in PHNSY&IMF spaces wear and display their PHNSY&IMF SACB in plain view, vertically, on their outer clothing positioned above the waist and with the front/photograph facing outward. If an employee is issued a temporary (i.e. no picture) SACB, the employee must also carry his or her DBIDS identification card.

h. Ensure that each badge is used only by the specific individual named on the badge.

i. Maintain strict accountability over identification badges and passes issued by the Pass and ID Office. Report immediately, to the Pass and ID Office, any badges/passes that are missing or lost and the circumstances. Return badges/passes to the GCA immediately upon termination of any employee, upon expiration, upon completion of contract, or when no longer required. The GCA shall ensure that all badges/passes are returned and forwarded to the PHNSY&IMF Pass and ID Office (Code 1123).

9. The Pass and ID Office is located in Building 207 at Safeguard Street and Russell Avenue.

Hours of operation are Monday through Friday (except for federal holidays) 0600 to 1400 hours, except on Wednesday, 0600 to 1230 hours. Contractors must be signed in 45 minutes before closing to be serviced.

10. No vehicle will be permitted access to a work site in DD4 without a valid PHNSY&IMF DD4 or CIA vehicle pass. Contractors will submit this form for DD4 vehicle pass, PH/SYD 1720-10 (8/90) List of Company Vehicles That require a CIA Vehicle Pass. Just Pen & Ink the vehicle request is for “DD4”. The DD4 vehicle passes are issued for limited purposes by the PHNSY&IMF Pass and ID Office and will not be issued without proof of vehicle registration.

All vehicles are required to conform to PHNSY&IMF traffic regulations. The speed limit is 15 MPH in DD4. Outside of DD4, the speed limit is as posted or marked.

11. Only those contractor vehicles meeting all of the following criteria will be allowed to enter the DD4 with the PHNSY&IMF DD4 vehicle pass:

a. Vehicles must be registered to the company.

b. All contractor/commercial vehicles must be visually inspected prior to any entry into DD4.

c. All vehicles must clearly display an authorized company sign or logo on both sides of the vehicles. The logo must be either painted on the vehicle; a decal or vinyl sticker; or a magnetic sign. Paper or cardboard signs are not authorized. Lettering of the logo must not be less than 2-1/2 inches in height and 1/4 inch wide.

d. Every vehicle entering DD4 will display the pass on the dashboard or visor (facing outward). The pass will be visible at all times while in the DD4.

e. Vehicle access to DD4 will only be allowed for transportation of contractors’ heavy tools, parts, and materials to and from the work site. Contractor vehicles found parked in DD4, not meeting the above criteria, will lose their DD4 access privilege.

NOTE: Contractor vehicles will not be used solely to transport employees to the job site.

Privately owned vehicles will not be allowed in DD4.

12. Contractor vehicles shall be allowed to enter the area to drop off equipment, materials, etc;

however, vehicles shall not be authorized to remain in the area. There shall be no parking on the pier areas without prior approval from the Security Officer or representative. The GCA, PHNSY&IMF or Tenant Sponsor shall submit a request for contractor access beyond normal duty hours.

13. Parking is not permitted on any piers on any dry dock/waterfront areas. Contractors shall not park on or block the marked fire lanes at any time. Vehicles may stop on the piers of dry dock/waterfront areas for 15 minutes for loading or unloading. An exception may be made for vehicles which are part of the equipment needed to do the required work and are attached or connected to the pier or ship, i.e., a truck which uses a mounted generator, a vehicle with built-in equipment, etc. A written request for pier parking authorization with justification shall be sent to the PHNSY&IMF Security Officer (Code 1120) via the GCA, PHNSY&IMF or Tenant Sponsor at least two weeks prior to the date parking space is required. The following information is required:

a. The license number of the vehicle(s)

b. The type and size of the vehicle(s) (pickup truck, crane, forklift, etc.)

c. Parking location

d. Purpose and duration

14. Parking for privately-owned vehicles is available:

a. In the “A” and “D” parking lots on Paul Hamilton Avenue, located between South

Avenue and Safeguard Street.

b. In the “C” parking lot on Lake Erie Street and Central Avenue.

15. All vehicles are subject to search while entering, remaining in, or leaving the Joint Base Pearl Harbor-Hickam (JBPHH) areas. A Property Pass (OP-7) or Bill of Lading issued and signed by the GCA must cover all government material being transported out of DD4 by contractors. Material found without the above will be confiscated and a police offense report issued.

16. Entry into Department, Shops and Ship spaces covered by this contract shall be subject to prior approval of the respective Department Head, Shop Superintendent and Ship’s Commanding Officer. Contractors shall coordinate action with the GCA, PHNSY&IMF or Tenant Sponsor for obtaining entry approval.

17. The PHNSY&IMF Security Officer shall provide guard services for one vehicle/pedestrian gate, normally gate six. The PHNSY&IMF Security may provide additional guard services on a reimbursable basis for contractors working on dry dock perimeter fence sites and/or additional manned gate openings. The contractor must notify and obtain approval from the PHNSY&IMF Security Office via the GCA, PHNSY&IMF or Tenant Sponsor at least two weeks prior to the time guard services will be required. Notification in writing shall include the purpose and number of hours guard services will be required. Funding must be submitted by the GCA to JBPHH prior to the requested service date. Any work on the dry dock fence must be completed by the end of the workday or the openings resulting from that work must be secured to prevent unauthorized access.

18. Contractor personnel shall not be permitted to enter PHNSY&IMF buildings, spaces, and areas not covered by this contract except on prior approval of the PHNSY&IMF Department and Shop having jurisdiction of the areas. Contractors shall coordinate action with the GCA or PHNSY&IMF or Tenant Sponsor to obtain such entry approval.

19. Access to unclassified U.S. Navy shipbuilding, conversion, or repair technology and related technical information manuals, documents, drawings, plans, specifications, etc., by the contractor shall be restricted to an official need-to-know basis. This type of information shall be handled, controlled, and safeguard to prevent oral, visual, and documentary disclosure to the public, to foreign sources, and to all personnel not having an official need-to-know. It shall be returned to the PHNSY&IMF upon completion of contracted work, except when the GCA grants specific retention authorization.

20. Photography is prohibited in PHNSY&IMF spaces and photographic equipment are prohibited in the CIA and sensitive areas. When operationally required, a written request containing specific justification and details will be submitted to the Security Manager (Code 1122) via the GCA for consideration. If a PHNSY&IMF photographer is unable to take the photographs, authorization will only to be granted to the contractor if the contractor has a PHNSY&IMF Sponsor and is under continuous escort of a designated PHNSY&IMF employee.

The designated escort shall be briefed by Code 1122. The escort will take the film or photographic media in his or her custody and turn it over to the PHNSY&IMF Sponsor. The PHNSY&IMF Sponsor will mark and control the photographs as “Controlled Unclassified Information” (formerly For Official Use Only) and prior to release from PHNSY&IMF’s custody, route them in accordance with reference (a) for review and approval of a Distribution Statement.

21. Portable Electronic Devices (PEDs). PED is defined in reference (e) as a portable electric device having the capability to store, record, or transmit text, images, video, or audio data.

Examples of PED include, but are not limited to: pagers, laptops, cellular telephones, radios, compact disc, cassette players, cassette recorders, portable digital assistants, audio devices, watches with input capability, reminder recorders and mobile devices.

a. Non-camera PED devices can have audio recording capability but this feature cannot be used in PHNSY&IMF spaces.

b. All personnel authorized to use PEDs in PHNSY&IMF workspaces, whether personal (includes contractor-owned) or government-owned, are required to comply with references (d) and (e).

c. Violations may result in the confiscation and sanitization of the PEDs. The only approved method of sanitizing most PEDs is physical destruction.

22. In addition, Contractors shall:

a. Ensure that yellow plastic material is not used for warning signs, covering material, etc.

b. Restore all traffic/parking/security signs and markings, including space numbers, designations, lines, etc., to their original form if such signs/markings are defaced or deleted during construction/repair.

c. Be responsible for control and security of all contractor-owned equipment and material at the work site. Report, immediately, all missing/lost/stolen property to the JBPHH Security Division (phone 474-2222) as each case occurs.

d. Ensure that no material is stacked within ten feet of the dry dock perimeter. Remove from the work site, or secure, ladders or other such equipment, which could be used to climb the dry dock perimeter fence. Ensure that no vehicles are parked within ten feet of the dry dock perimeter.

e. Provide written notification to the Code 1120 via the GCA or Tenant, two weeks prior to actual start of work to allow for notification of the appropriate PHNSY&IMF departments, offices, and shops of the impact resulting from the contract work. Such notifications shall include specific details such as work schedules (including actual start date for PHNSY&IMF entry), and impact statements concerning tasks to be done, e.g. specific parking spaces to be vacated, inclusive dates involved, traffic rerouting, changes to traffic and parking patterns, traffic/parking controls to be instituted by the Contractor, barricades to be erected by the contractor, etc., along with sketches of the particular areas involved.

f. Ensure that no opening in the roof/walls/windows/fence of the building exist at the end of the workday and do not exist where penetration is possible during non-working hours. If the building cannot be secured at the end of the workday, the Contractor shall coordinate action with the GCA, PHNSY&IMF or Tenant Sponsor to notify the cognizant code to arrange for a security watch by their personnel.

g. Two weeks prior to making any penetrations (i.e. tunneling under, cutting through a fence or building, etc.) in a restricted area, the Contractor shall contact Code 1120 to arrange for a security guard or other measures required to meet all security requirements. Cost of security guard shall be charged to the GCA.

23. Any exceptions to these security requirements must be coordinated with the Security Office (Code 1120).

APPENDIX (1)

DOCUMENTS ACCEPTABLE FOR PROOF OF U.S. CITIZENSHIP

(Original documents or certified copies)

1. U.S. BIRTH REGISTRATION CARD (with Registrar’s raised seal and signature)

2. U.S. BIRTH CERTIFICATE (original with raised seal from one of the 50 states or outlying U.S. territories or U.S. possessions)

3. U.S. IMMIGRATION AND NATURALIZATION SERVICE NATURALIZATION

CERTIFICATE (INS N-550/570)

4. DD FORM 1966 (U.S. citizenship documents sighted are listed and attested to by a recruiting official)

5. DELAYED BIRTH CERTIFICATE (Original with Registrar’s seal and signature and cites secondary evidence)

6. HOSPITAL BIRTH CERTIFICATE (Original with authenticating raised seal or signature provided all vital information is given)

7. U.S. PASSPORT or U.S. PASSPORT CARD (Not expired)

8. U.S. IMMIGRATION AND NATURALIZATION SERVICE CERTIFICATE OF

CITIZENSHIP (INS N-560/561)

9. FORM FS 240 – REPORT OF BIRTH ABROAD OF A CITIZEN OF THE UNITED

STATES OF AMERICA/CONSULAR REPORT OF BIRTH

10. FORM FS 545 – CERTIFICATION OF BIRTH (Issued by U.S. Consulate)

11. FORM DS 1350 – DEPARTMENT OF STATE CERTIFICATION

COMPANY NAME: ____________________________________________

By signing below, I acknowledge having read and understood, “Contractor Security Requirements for Pearl Harbor Naval Shipyard & Intermediate Maintenance Facility Dry Dock 4 (Rev. JUN 2021)”.

Note: Please return only the signed roster page(s) to the PHNSY&IMF Sponsor.

DATE PRINT NAME (Last, First, MI)

SIGNATURE

(wet signature, i.e. by own hand or digital, i.e.

with identifying or PKI certificates)