Attachment_5,_Visitor_Access_Directive.pdf

Training Support Services

Attachment 5

Visitor Access Directive

I. Purpose

Federal Emergency Management Agency (FEMA) Center for Domestic Preparedness (CDP)

Directive Number:

CDP 649-1-01

Issue Date: 02/18/2015

Center for Domestic Preparedness Visitor Access to CDP Facilities

This directive establishes procedures for hosting, escorting, and allowing visitor access to the Center for Domestic Preparedness (CDP) owned and leased facilities and sites. This process is designed to protect government property and to ensure the health, safety, and security of CDP employees, contractors, and visitors.

II. Scope

This directive applies to all CDP employees, contractors, and visitors at all CDP facilities and sites.

Ill. Supersession

This directive supersedes CDP 649-1-00 Visitor Access to Center for Domestic Preparedness Facilities, September 20, 2012.

IV. Definitions

A. Federal Sponsor: The CDP Federal employee who oversees a visitor request action and may serve as an escort during the visit. Contract employees are authorized to escort approved visitors. All visitors to the CDP will have a Federal Sponsor.

B. Personally Identifiable Information (Pll): Any information that permits the identity of an individual to be directly or indirectly inferred, including any information which is linked or linkable to that individual regardless of whether the individual is a U.S. citizen, lawful permanent resident, visitor to the U.S., employee, student, or contractor to the CDP.

C. Visitor: With the exception of enrolled students, anyone entering the CDP campus is considered a visitor, regardless of purpose or location, unless they are a current CDP or CDP contracted employee with a valid CDP-issued employee identification badge.

D. Vendor: An employee of any company authorized to provide deliveries, maintenance, demonstrations, concessions, or services to the CDP on a short term and/or recurring basis, but not operating from (occupying) CDP facilities.

E. Contractor: A firm or business and its employees contracted to perform work at the CDP for extended periods of time, e.g., training services, construction and renovation projects.

V. Visit Types

A. Distinguished Visitor (DV) Visit: Visit of great importance or influence to the CDP, especially a dignitary who commands special treatment. Any visit requiring a tour of the facilities or participation by the Superintendent or the Deputy Superintendent is classified as a DV visit.

B. Standard Visit: Visit from established CDP partners, contractors, or anyone conducting CDP-related business that is not considered a VIP visit, i.e., meetings, conferences, etc.

Note: Under normal circumstances, personal visitors, i.e., family members, friends, etc., visits are prohibited. Special authorization for personal visits may be granted by the Superintendent or the Deputy Superintendent.

C. Vendor Visit: A vendor visit includes, but is not limited to: Delivery and service personnel entering CDP facilities to provide services, repair equipment, or replenish vending machines.

D. Contractor Visit: Contractor visits include, but are not limited to: Delivery and job site staging of project materials and equipment, and construction or project work for designated facilities during the course of the project/contract period.

VI. Policy

All visitors to CDP facilities and their sponsors must follow the entrance requirements identified in this directive and follow all applicable CDP directives and Standard Operating Procedures (SOPs) during their visit. Visitors must have a valid business need to visit the CDP unless special authorization is granted by the Superintendent or Deputy Superintendent.

VII. Responsibilities

All CDP Federal employees and contractors are required to be familiar with and adhere to this directive. Responsibilities are further defined as follows:

A. Federal sponsors are responsible for the following:

1) Ensuring CDP Authorization Request for Visit/Event Form is properly processed through External Affairs.

2) Assisting External Affairs with resource coordination.

3) Sponsoring and obtaining approval for the visit from the responsible Directorate or through External Affairs (see Visit Coordination).

8. External Affairs is responsible for the following:

1) Coordinating approval with the Superintendent's Office when required.

2) Receiving and processing all visit requests through the CDP Personnel Security Office.

3) Coordinating resources for DV visits.

4) Maintaining all visitor files in the External Affairs Office.

C. The CDP Personnel Security Office is responsible for the following:

1) Processing background checks for access approval.

2) Creating identification cards.

3) Ensuring Pll procedures are maintained.

D. Escorts are responsible for the following:

1) Maintaining visibility and control of escorted visitor at all times while on CDP property.

2) Reporting suspicious activity of escorted visitor to the CDP Personnel Security Office.

3) Ensuring visitor(s) remains only in areas of responsibility.

4) Ensuring visitor badge is returned upon completion of visit.

5) Ensuring visitor is escorted to staging area for accountability during evacuation drills and emergencies.

VIII. Procedures

All visitors are required to obtain authorization to access CDP facilities.

A. Personal Identifiable Information.

Pll must be obtained in person, via telephone, encrypted or password protected email attachment, or facsimile only. A FEMA Privacy Data Cover Sheet (FEMA Form 9109.1 [Attachment A]) must be used when submitting the CDP Authorization Request for Visit/Event Form (Attachment B).

B. Approval.

1) DV Visit: External Affairs will initiate a visitor file and the CDP Personnel Security Office will conduct a local records check. The Superintendent or Deputy Superintendent will approve all DV visits. Visit requests which include an office call with the Superintendent will include a CDP Office Call Form (Attachment C).

2) Standard Visit: The Federal sponsor will initiate a visitor file and the CDP Personnel Security Office will conduct a local records check. All visitors must be cleared by the CDP Personnel Security Office and receive formal approval from the responsible Director (or his/her designee) sponsoring the visitor. The responsible Director (or his/her designee) will provide written notification to External Affairs.

3) Vendor Visit: Approval for vendors will be processed with the same procedures as a standard visit with the following exception: When appropriate, a badge may be issued for up to 90 days to vendors with scheduled or required periodic visits. Vendors requiring urgent same day access to the Chemical, Ordnance, Biological, Radiological Training Facility (COBRA TF) during training days must be escorted and must be preauthorized by the Assistant Director, COBRATF or his or her designee.

4) Contractor Visitors: Approval for contractor visitors will be processed as a standard visit with the following exception: Contractor employees may be issued extended term, unescorted visitor badges with photos, valid for the duration of the contract/project.

C. Visit Coordination.

1) Conference Room: The Federal sponsor will coordinate the use of the Mangum Briefing Room, Superintendent's Conference Room, and CDP Library through External Affairs. The use of any classroom will be coordinated with Student Services. General area briefing rooms are coordinated through the respective Contracting Officer's Representative (COR) or specified point of contact.

2) DV Visit: The Federal sponsor will complete and submit a CDP Authorization Request for Visit/Event form to External Affairs a minimum of ten (10) working days in advance of the requested visit. External Affairs will coordinate the request form with the CDP Personnel Security Office for clearance, and when necessary, coordinate DV visits through the respective COR(s) to facilitate contractor support. The Federal sponsor will receive approval or disapproval notification from External Affairs with date and time of approved visit. Support requirements should be formally identified on the CDP Authorization Request for Visit/Event form, i.e., office calls, parking, transportation, lodging, meals, etc.; however, additional requirements may be supported to fulfill the purpose of the visit. External Affairs will coordinate the requirements identified and establish the written itinerary. Additionally, External Affairs will disseminate the itinerary at least 72 hours prior to the visit to allow ample time for support planning and actions.

3) Standard Visit: The Federal sponsor will complete and submit a CDP Authorization Request for Visit/Event form to External Affairs a minimum of three (3) working days in advance of any requested visit for any visitor who has not been previously cleared. Visitors who have been previously cleared by the CDP Security Office may be processed on the same day when circumstances deem necessary. The CDP Personnel Security Office may authorize access to visitors without a background check if the situation requires, but these visitors will be escorted at all times while on CDP property. The Federal sponsor will coordinate standard visits through the respective CORs if contractor interaction is required. The following exceptions apply:

i. Chemical, Ordnance, Biological, Radiological Training Facility (COBRA TF) Visit: Visits to the COBRA TF require a minimum of 24 hours notification in advance of any visit during training days unless the Assistant Director, COBRA TF or more senior leadership deems otherwise appropriate. Federal sponsors must ensure vendors requiring repeat visits are only scheduled during non-training days.

Vendors requiring urgent same day access to the COBRA TF during training days must be escorted and must be preauthorized by the Assistant Director, COBRATF or his or her designee.

ii. New Employee In-Processing: Federal and contractor Human Resources (HR) officials may submit their respective new employee applicant personally identifiable information for local records checks directly to the CDP Security Office. These visitors do not require completion of a CDP Authorization Request for Visit/Event form.

These activities may be processed and coordinated via secure email, telephone, secure facsimile, or in person with the CDP Security Office.

iii. Escorts: Federal or contract staff may perform as visitor escorts.

Escorts are accountable for the whereabouts of his or her visitor at all times. Escorts shall maintain positive control of their visitor at all times.

iv. Vendor Visit: Vendors with valid extended visitor badges may come and go as their tasks require with the exception of visits to the COBRA TF during training days. All vendor visits to the COBRA TF during training days require 24 hours notice unless a special exception is granted. Vendors providing demonstrations must complete the CDP Vendor Demonstration Agreement (Attachment D) prior to arrival for visit.

v. Contractor Visit: Contractors with valid extended term visitor badges may come and go from the job site as their contract tasks require with the exception of the COBRATF. Daily access at the COBRATF requires specific coordination with the COBRA TF staff and security force, as appropriate.

D. Visit Conduct.

The CDP Federal sponsor or contractor staff escorting visitor(s) will meet the visitor(s) at the CDP security desk at Building 61 or the Noble Training Facility, as appropriate. Upon completion of security processing and badge issue, the Federal sponsor or contractor staff will designate a continuous escort throughout the visit for visitors requiring escorts, and DVs while on the CDP campus. The Federal sponsor or contractor staff will provide individual contact information and coordinate all on-campus activities with unescorted visitors. At the completion of the visit, the sponsor will ensure the visitor is out-processed at the CDP security desk and badges are returned to the security desk prior to the visitor departing the CDP campus

E. Post Visit.

Upon completion of the visit, when appropriate, the Federal sponsor will prepare and submit an after action report. External Affairs will file all applicable visit documentation.

IX. Proponent

Director of External Affairs

X. Effective Date

This directive is effective immediately.

XI. Attachments

A. FEMA Form 9109.1

B. CDP Authorization Request for Visit/Event

C. CDP Office Call Form

D. CDP Vendor Demonstration Agreement

Uf~ Charles M. King T Su peri nte ndent Center for Domestic Preparedness

Privacy D ver Sheet

DOCUMENT(S) ENCLOSED MAY BE SUBJECT

TO THE PRIVACY ACT OF 1974

Contents shall not be disclosed, discussed, or shared with individuals unless they have a direct need-to-know in the performance of their official duties. Deliver this/these document(s) directly to the intended recipient.

DO NOT drop off with a third-party.

The enclosed document(s) may contain personal or privileged information and should be treated as "For Official Use Only".

Unauthorized disclosure of this information may result in PERSONAL LIABILITY with CIVIL and CRIMINAL penalties.

If you are not the intended recipient or believe that you have received this document(s) in error, do not copy, disseminate or otherwise use the information and contact the owner/creator or your Privacy Officer regarding the document(s).

Privacy Data Cover Sheet FEMA Form 9109.1 , JUL 2007

CDP AUTHORIZATION REQUEST VISIT APPROVAL COORDINATION

Director I Date Deputy Super/Superintendent I Date

FOR VISITOR/EVENT

VISITOR/EVENT NAME: (lllclude position title, orga11iw1im1) Dt\ TE(S)fPllRPQSE QF EVEl'.STNISIT;

NUM BER OF PEQPLE IN PARTY: t:;ST1~8 TED TIME OF 8 RRIVAL/DEPART!lRE;

FED SfQl'.SSF.RlPRQ.JE{;T QFFl{; EH: PHQl'.SE l'.Sl.lMBER(S};

DRESS; VISITQR ST A TllS:

I CDP Uniform I Business Dress I Standard I Contractor

I Business Casual I DV I Vendor

ARRANGEMENTS DATE OF DATE CDP EMPLOYEE RESPONSIBLE

REQUEST CONFIRMED

(Completed by fodoral Sponsor) (Complotod by Foo Sponsor) (Completed by Protoool) (Complotod by Protoool)

Qffice {;all; (Please complete& attach form CDP-Security-0011)

I Superintendent

I Deputy Superintendent

RQQMS IQ BE l lSt:;D;

I Mangum I SCR I Library I COBRA Conf. Rm I TANK I NTF, Rm 1012

CEi'.STER BRIEFlY ID EQ;

I CDP Brief I CDPVideo

TOUR: (Please 110/e if 11'111ds/11eld To11r 0 11/y)

I Training Lanes (Plea,. note ii smoke& Role Players Required)

I COBRATF I Northville I Advanced Responder Training Complex I Noble Training Facility I Lodging Facilities

SECURITY CLEARANCE: r:;,·::;;;:,;;~~:;:,i°'""hfam•

I Cleared I Not Cleared

PABKINGlNUMB!rn QF SeACES:

I Yes I No

TRAl'.SSPQRTATIQN:

I Yes I No

CDP LODGIN~:

I Yes I No

CATERED WQRKl l'.SG LUNCH:

I Yes I No

Authorized FED Sponsor Signature

CDP-Security-0008.1 Center for Domestic Preparedness 01 /27/2015

Print Form

CDP VISITOR

PERSONAL INFORMATION SHEET

Do not provide thi s fo rm to the visitor(s), it is for CDP Internal Use Only!

Purpose of Visit:

Date(s) of Visit: Arrival Date & Time (CST):

Departure Daterfime (CST):

Number of POVs

VISITOR(S) PERSONAL INFORMATION

NAME ORGANIZATION SSN DOB

I II

II Ill

I

I

I Hotel information and directions to the CDP are available upon request. If you have any questions or need assistance supplying this information to prospective visitors, please contact Wendi Feazell at Wendi.Feazell@fema.dhs.gov or Office: 256-847-2300, Fax: 256-847-2121

I

I

I

I

CDP-Security-0009.1 Center for Domestic Preparedness 01 /27/2015

Superintendent Office Call Request Form

Date (centered approximately two spaces below logo)

MEMORANDUM FOR:

THROUGH:

FROM:

SUBJECT:

I. SUMMARY

Mike King Superintendent

Kent Davis

Deputy Superintendent

Sender' s Name Title

Office Call

(no more than three sentences)

II. DISCUSSION

(please be concise)

III. MESSAGES AND ANSWERS

(should indicate poss ible Qs & As that can arise)

Q:

A:

PREPARED BY: Fed Sponsor Si¥!Jalure DATE: _ _ __ _

APPROVED BY: Superintendent Signature DATE: -----

CDP-Security-001 2. 1 Center for Domestic Preparedness 01127/2015

CENTER FOR DOMESTIC PREPAREDNESS

REQUESTING ACTIVITY: ________ _

VENl>OR. DEMONSJRATION· AGRE&M&N~· · - . --··- --- --------~--~:---!

___________ , hereinafter referred to as the 11vendor, 11 is authorized to conduct a demonstration and/or product display of materials as herein described, and subject to terms of this agreement, for authorized personnel of the Center for Domestic Preparedness, hereinafter referred to as the "Government. 11

DEMONSTRATION AND/OR PRODUCT DISPLAY: (DESCRIBE)

LOCATION:

DATE(s) AND DURATION OF DEMONSTRATION OR DISPLAY:

The parties to this document agree as follows:

1. The contracting officer is the duly authorized representative of the Government for purpose of this agreement.

2. Vendor demonstrations and product displays are conducted for the sole purpose of demonstrating the capability of a particular item(s), and not for fulfilling mission requirements for an interim time frame. The examination and demonstration of item(s) or service(s) will in no way, expressed or implied, obligate the Government to purchase, rent, or otherwise acquire the item(s) or service(s) demonstrated.

3. Normally, vendors will have sole responsibility for furnishing all supplies, equipment, etc., necessary to accomplish the demonstration. On occasion, it may be desirable for the Government to furnish certain supplies and/or equipment from Government assets to support vendor demonstrations. These supplies and/or equipment will not be furnished unless approved by proper Government authority. The vendor agrees to repair, replace or fully reimburse the Government for any damage or loss incurred while those supplies and/or equipment are in his/her possession or use. Manufacture, transportation, maintenance, and demonstration item(s) are accomplished without cost to the Government.

4. In the event the Government agrees to provide any government-owned supplies for use by the vendor, the following statement becomes part of the agreement:

GOVERNMENT -FURNISHED PROPERTY

a. The Government will deliver to the vendor, for use only in connection with the agreement, the property described below (hereinafter referred to as "Government Furnished Property").

b. Title to Government-Furnished Property shall remain in the Government. The vendor shall maintain adequate control of Government-Furnished Property in accordance with sound practice.

c. Unless otherwise provided in this agreement, the vendor, upon delivery of any Government-Furnished Property, assumes the risk of, and shall be responsible for, any loss thereof or damage hereto, and any property consumed in the performance of this agreement, is reimbursable to the Government.

d. Description (Nomenclature, including serial number, if applicable):

NONE

5. Demonstrations are conducted by an authorized representative of the vendor furnishing the item(s) for demonstration. Government personnel will not demonstrate nor endorse the vendor's product.

6. The Government will exercise due care in handling item(s) on demonstration. The Government assumes no cost or obligation, expressed or implied, for damage, destruction of, or loss of such equipment, or for damage or injuries resulting from the submission of the Government of defective item(s) for demonstration.

7. The vendor will not file any claim against the Government or otherwise seek compensation for any information or services provided.

8. The vendor agrees that the demonstration will not be used by the vendor to imply or suggest that the Government endorses its products.

9. The United States Government, and the Department of Homeland Security, are not bound, nor are their agencies obligated to follow any recommendations of the vendor. The United States Government is not bound, nor is it obligated, in any way, to give any special consideration to the vendor on future contracts.

10. The United States Government does not, by entering into this agreement, agree to purchase now or at any time in the future, the products sold by this vendor.

VENDOR: ______________ _

(Type or print name of Company)

BY: _________ DATE ____ _

(Signature)

(Type or print name and title of signer)

CENTER FOR DOMESTIC PREPAREDNESS,

GRANTS AND TRAINING, PREPAREDNESS DIRECTORATE

DEPARTMENT OF HOMELAND SECURITY

THE UNITED ST ATES OF AMERICA

APPROVED BY:. ____________ DATE ____ _

[Name] Chief, ____ Division

APPROVED BY:. _________ DATE ____ _

(Signature)

(Type or print name of Contracting Officer)

APPROVED BY: _________ DATE ____ _

(Signature)

(Type or print name of Legal Counsel)