70FBR622I00000001 RFI Sources Sought.pdf

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA)

REGION 6 / TEXAS INTEGRATION & RECOVERY OFFICE

(TIRO)

Sources Sought Notice

70FBR622I00000001

March 3, 2022

Subject: RFI Multi-Function Device (MFD) / Copier Lease FEMA Austin, Texas / Houston, Texas / Various Texas Locations

General Information:

Solicitation/RFI Number: 70FBR622I00000001

Response Date/Time/Zone: March 11, 2022 3:00 p.m. CDT

Set-Aside: Local Disaster Area / Small Business Set-Aside

Product Service Code: W074

NAICS Code: 532420 SBA Size Standard $35 million

Contracting Office: FEMA Region 6 Texas Integration & Recovery Office (TIRO) 12515-8 Research Blvd., 4th Flr Austin, TX 78759-2252

Point of Contact: Sandra Shanks, Contracting Officer Sandra.Shanks@fema.dhs.gov

Primary Place of Performance: Austin, Texas

Potential Additional Place of Performance:

Houston, Texas and other locations throughout the State of Texas during active disaster response and recovery missions

Description: MFD/Copier Lease, 3 units Austin

Response Date: Friday, March 11, 2022 at 9:00 AM CST.

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION

AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

mailto:Sandra.Shanks@fema.dhs.gov

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND

OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER

THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER: This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this Sources Sought/RFI is to gain knowledge of potential qualified businesses within the Presidentially Declared Disaster area of DR-4332-TX (Hurricane Harvey), and their size classification relative to NAICS 532420 ($35 million) to obtain the lease of copier/MFDs in the Austin and Houston Texas local area.

Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought, a solicitation announcement may or may not be published. Responses to this Sources Sought synopsis are not considered adequate responses for a solicitation announcement.

The Federal Emergency Management Agency (FEMA) Texas Integration & Recovery Office (TIRO) Contracting Office is seeking information from potential sources that can provide an immediate long-term lease of copiers/MFDs (3 units) in the Austin, Texas area, and in the near future add this service at the Houston, Texas area, and potentially short-term services at disaster locations within the state of Texas.

The objective of this Sources Sought publication is to determine if the FEMA TIRO Contracting Office is able to award a single long-term contract for all copier MFD services during steady-state operations at the FEMA TIRO in Austin, that will include adding copier/MFD equipment at the Houston, TX location in the very near future. As disasters strike, the FEMA TIRO also anticipates the need for copier/MFD services on short-term leases during disaster response and recovery efforts when and if FEMA sets up field offices throughout the state of Texas during these times, such as Joint Field Offices (JFO), Disaster Recovery Centers (DRC) and other Area Field Offices (AFO). It is desirous to issue a single contract that can encompass these scenarios:

• Austin Long-Term lease

• Future Houston Long-Term lease

• Short-Term lease(s) as needed as disasters are declared within the state of Texas

This Sources Sought notification is to determine the availability of this commercial service, the capabilities of potential contractors, the Disaster Area Representation and business size standards for future requirements.

This information may also be used to determine if multiple contracts will be necessary.

The result of this RFI may result in a Solicitation for this service if it is determined there are adequate sources available. The current effort will be funded with monies allocated for Presidentially Declared Disaster DR-4332-TX Hurricane Harvey and may be funded by future Presidentially Declared Disasters within the state of Texas and IAW the Robert T. Stafford Act and in accordance with FAR 52.226-3, 52.226-4 and 52.226-5. In addition, if a solicitation is publicized it will be done so under the authorities listed under FAR Part 12 Commercial Services.

If a solicitation results, it is the intention of FEMA to make an award to a local small business meeting all the criteria. Preference will be given to small businesses that reside or primarily perform business in in the Presidentially Declared Disaster DR-4332-TX Hurricane Harvey counties of:

Aransas, Austin, Bastrop, Bee, Bexar, Brazoria, Burleson, Caldwell, Calhoun, Chambers, Colorado, Comal, Dallas, DeWitt, Fayette, Fort Bend, Galveston, Goliad, Gonzales, Grimes, Guadalupe, Hardin, Harris, Jackson, Jasper, Jefferson, Jim Wells, Karnes, Kleberg, Lavaca, Lee, Liberty, Madison, Matagorda, Milam, Montgomery, Newton, Nueces, Orange, Polk, Refugio, Sabine, San Augustine, San Jacinto, San Patricio, Tarrant, Travis, Tyler, Victoria, Walker, Waller, Washington, Wharton

Businesses must have an active registration in the System for Award Management (sam.gov) to be considered during a solicitation.

All business sizes are encouraged to provide responses to this RFI.

Device Description:

All MFD equipment must receive approval from the Office of the Chief Information Officer (OCIO) prior to acceptance and may be required to be placed on the FEMA Technical Reference Model (TRM). Device characteristics are provided in the attached Statement of Work. Multifunction Devices shall meet the requirements outlined in the Statement of Work (SOW), to include all salient characteristics, maintenance, and expendable supply requirements.

See Attachment 1 Statement of Work.

Delivery:

Target date of delivery is on or around April 4, 2022

• If a solicitation and request for quotation is publicized for this requirement, please provide your ability to deliver equipment IAW the SOW, install and make fully operational at the Austin TIRO office by the target date of April 4, 2022, or provide soonest date available.

Contractor Personnel

Employee Identification:

• Contractor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Contractor personnel shall comply with all Government rules and regulations while at the facility.

Personnel Security Requirements

• Contractor personnel shall comply with all rules and regulations and follow required security procedures at each facility. Contractor personnel shall comply with Homeland Security Presidential Directive 12 (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Contractors”. (Link to directive: Homeland Security Presidential Directive 12 | Homeland Security (dhs.gov) ) https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12

COVID-19 Safety Standards

• In order to gain access to a FEMA Facility all personnel must show proof of COVID-19 vaccination or show proof of negative COVID-19 test taken within 24-hours prior to gaining access to facility.

• All contractors must follow current CDC guidelines for COVID-19 which may involve wearing a mask and practice social distancing at all times while inside a FEMA facility.

Schedule of Costs (Estimates):

ITEM INFORMATION

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below.

INSTRUCTIONS

Response to this notice should include:

1) Business Name and Address

2) Government Business POC with email address and phone number

3) Dun and Bradstreet number (DUNS) or SAM Unique Identifier Number

4) CAGE Code (If applicable)

5) Disaster Area Representation

6) Representations and Certifications

7) Business Size for NAICS 532420

8) Capabilities statement or assertions

COST SCHEDULE

Item Number

Description Number Units

Qty Unit of Measure

Unit Price

Total

0001 Multifunction Device – Copier/Scan/Print

3 12 MO

1001 Option Year 1 Multifunction Device – Copier/Scan/Print

3 12 MO

2001 Option Year 2 Multifunction Device – Copier/Scan/Print

3 12 MO

3001 Option Year 3 Multifunction Device – Copier/Scan/Print

3 12 MO

4001 Option Year 4 Multifunction Device – Copier/Scan/Print

3 12 MO

Other Costs

9) Equipment make, model and description of MFD

10) Demonstration of ability to:

a) Provide equipment as specified in accordance with the SOW and ability to demonstrate that all features meet the required capabilities outlined in the SOW, to include, but not limited to:

network protocol, configurations and settings, 508 conformance, all other characteristics listed in the SOW

b) Provide maintenance plan for leased equipment

c) Provide list of expendable supplies and quantities

d) Demonstrate a plan of action and response time for equipment breakdown, repair or replacement

e) Provide earliest delivery date for 3 MFDs delivered to Austin, TX

f) Provide equipment to other locations within the state of Texas, including the Houston area

11) List any associated or anticipated costs not identified in the Schedule of Costs

12) Provide an estimate for monthly lease based on an average copy count of 7,500 per copier per month with no overage charges to be billed

13) Provide monthly lease amount estimate with overages to allow a cost comparison for no overage vs, overages

Business Size Status

(1) Please indicate the size status and representations of your business, such as but not limited to:

Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.

Disaster Area Representation

(2) Please provide your Disaster Area Representation, Does your business primarily reside in one of the Presidentially Declared counties of DR-4332-TX Hurricane Harvey below: ____Yes _____No

Aransas, Austin, Bastrop, Bee, Bexar, Brazoria, Burleson, Caldwell, Calhoun, Chambers, Colorado, Comal, Dallas, DeWitt, Fayette, Fort Bend, Galveston, Goliad, Gonzales, Grimes, Guadalupe, Hardin, Harris, Jackson, Jasper, Jefferson, Jim Wells, Karnes, Kleberg, Lavaca, Lee, Liberty, Madison, Matagorda, Milam, Montgomery, Newton, Nueces, Orange, Polk, Refugio, Sabine, San Augustine, San Jacinto, San Patricio, Tarrant, Travis, Tyler, Victoria, Walker, Waller, Washington, Wharton

(2) Is your company considered small under the NAICS code identified under this RFI (NAICS 532420 SBA Size Standard $35 million)?

(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?

(4) If you are a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(5) Does your company have an FSS contract with GSA or any other federal contract? If so, please provide the contract type and number.

(6) If you are an FSS GSA/ contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?

(7) Please provide general pricing for your products/solutions for market research purposes.

(8) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items in order to establish capabilities for planning purposes.

*** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all required salient characteristics.

IMPORTANT DATES:

Responses to this notice shall be submitted via email to Sandra.Shanks@fema.dhs.gov. Telephone responses shall not be accepted. Responses must be received no later than:

Deadline:

Friday, March 11, 2022 at 9:00 AM CST.

If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

mailto:Sandra.Shanks@fema.dhs.gov

ATTACHMENT 1

STATEMENT OF WORK AND GENERAL SPECIFICATIONS

Statement of Work (SOW)

Multifunction Device Specifications and Maintenance

1 Introduction

1.1 The Federal Emergency Management Agency (FEMA) requires the lease of 3 multifunction devices (MFD) copiers that include maintenance and expendable supplies, such as toner and staples. The leased equipment will be located at the FEMA Texas Integration and Recovery Office (TIRO) facilities located at 12515 Research Blvd, Building 8 4th Floor, Austin, TX 78759.

2 Background

2.1 The TIRO supports FEMA’s Texas disaster response and recovery missions. The ability to rapidly duplicate and disseminate materials is essential to FEMA’s mission, particularly in the midst of a federally declared disaster. The MFD mission critical equipment must be in continual working order with an adequate supply of expendable consumable supplies on hand, such as toner and staples or staple cartridges.

3 MFD Requirements

3.1 General Requirements

3.1.1 MFD lease includes rental of the equipment based on the requirements stated in this SOW, the provision of supplies, and the appropriate service and maintenance (both preventive and reparative) to ensure the MFDs are in working order.

3.1.2 FEMA’s response to disasters may influence the quantity of equipment included on the lease and may need to increase the number of units or decrease the number of units, contingent on the disaster response level.

3.1.2.1 The vendor may be required to increase/decrease MFDs as requested by the COR within 24-hours of the notification.

3.1.3 FEMA may require MFDs to be delivered to locations designated as Area Field Offices other than Austin, but within the State of Texas as disaster declarations occur.

3.1.4 All MFDs shall comply with the following regulations:

• Section 508 of the Rehabilitation Act of 1973

• Architectural and Transportation Barriers Compliance Board’s Electronic and Information Technology Accessibility Standards

• Executive Order 13123, Greening the Government through Efficient Energy Management

• Executive Order 13221, Energy-Efficient Standby Power Devices

• Specifications

3.2 Specific Characteristics for all MFDs

3.2.1 Letter, legal and large format – high volume and high capacity

3.2.2 Newer than 3 years old

3.2.3 Network scan to folder

3.2.4 Import and export folder:

3.2.5 Setup

3.2.6 Print

3.2.7 Copy

3.2.8 Scan

3.2.9 Collation

3.2.10 PIV access

3.2.11 Finishing

-Hole punch -Staple

3.2.12 All MFDs should be same model series

3.2.13 Ability to disable fax capabilities

3.2.14 Power - 20 Amp (or less)

3.2.15 MFD minimum 40/45 pp/cpm

3.2.16 Operating features should conform to the requirements of the American National

Standards Institute (ANSI) and Underwriters Laboratories (UL). Minimum specifications for multifunctional devices (MFDs) type are as follows:

3.2.17 All devices must be approved for acceptance for use on the DHS/FEMA network prior to delivery.

3.3 Additional Requirements for ALL devices:

3.3.1 All products must be Electronic Product Environmental Assessment Tool (EPEAT) registered (http://www.epeat.net).

3.3.2 Must be capable of all employees utilizing Personal Identity Verification (PIV) cards.

3.3.3 Must be capable of operating satisfactorily and providing acceptable copies on recycled paper conforming to the requirements of Commercial Item (CID) A-A-1912 and Joint Committee on Printing (JCP) Standards JCP 0-460.

3.3.4 Must have a self-diagnostic system which indicates as a minimum, the following conditions;

(a) needs toner,

(b) needs paper

(c) paper miss-feed or jam

3.3.5 Must offer 110/120 volt 20 amp Power Filter with: (a) Cat 5e Ethernet protection, (b) High Frequency noise filtering, (c) Power abnormality event logging with time and date stamp per event, and (d) Lifetime replacement warranty.

3.3.6 Must have the manufacturer’s serial number permanently and legally stamped or affixed on a major component in a readily accessible location. In addition, each MFD must be permanently and legally marked in a conspicuous location with the manufacturer’s name or trademark and model number of machines.

3.3.7 Must be furnished with an operator’s manual

http://www.epeat.net/

3.3.8 Overages

3.3.8.1 FEMA prefers not to pay overage charges. Copier average per month, per copier are

7,500, although this count may vary.

3.3.8.2 FEMA COR will provide monthly meter readings to Vendor

4 Quantities

4.1 As the increase in response activities to declared disasters occur, FEMA may need to increase the number of MFDs or decrease the number of MFDs.

4.1.1 The government reserves the right to increase or decrease quantity of MFDs throughout the duration of the contract by modification.

4.1.2 Government will provide vendor seven (7) days’ notice when requesting additions or deletions.

4.1.3 FEMA may require MFDs and services in disaster center locations throughout the state of

Texas that are not in the Austin, Texas area which will be requested through a contract modification.

5 Information Technology (IT) Security Requirements for MFDs

5.1 FEMA will provide Sensitive Systems Configuration Guidance, which includes multiple documents, to vendor that is applicable to their MFD operating systems, unless those systems use a proprietary software or operating system that is not familiar to FEMA.

5.2 Vendor shall comply with and support the DHS Rules of Behavior – (Attachment 3).

5.3 All removable memory chips or cards, optional removable hard drives with locks, and optional physical locks to secure internal parts capable of storing DHS information shall be surrendered to the COR.

6 Supplies

6.1 Vendor shall provide MFD supplies to include, but not limited to, toner, staples, staple cartridges, surge protector or equivalent, and adaptors.

6.2 Vendor shall stock the facilities with an adequate quantity of supplies for facilities in their

Area of Responsibility (AOR). The Contracting Officer Representative (COR) will provide the vendor with the facilities in each respective AOR.

6.3 Rental fees shall be based on an aggregated bulk copy, scan, and print count per month across all machines collectively with no overage fees.

6.4 Vendor will be expected to provide reasonable stock of initial consumable supplies on date of delivery.

7 Maintenance

7.1 The vendor shall perform all MFD preventative maintenance. This and shall include all parts and labor.

7.2 The vendor shall respond to all maintenance requests within four hours of notification.

7.3 MFDs that cannot be repaired shall be replaced within 24 -hours.

8 Training

8.1 The vendor’s certified technician will provide operator training to key operators, as needed.

This training must include but not be limited to operator maintenance tasks, remove of paper jams, and diagnosing initial network problems.

8.2 The vendor’s representatives will also perform proactive services to ensure equipment availability, provide print driver and networking support, and perform corrective maintenance repairs to all vendor-provided equipment.

9 Location

9.1 TIRO

12515-8 Research Blvd, 4th Floor, Austin, TX 78759

9.2 As the TIRO responds to disasters, additional equipment may be required at locations within the state of Texas. Vendor shall provide additional equipment as needed through a contract modification.

10 Delivery

10.1 All equipment must be delivered and installed at the office listed in Section 9 on mutually agreed upon date of delivery noted in purchase order.

10.2 MFDs may be required to be relocated by the vendor (after initial installation) within the location in Table #1.

10.3 The phase-in/transition period will also require the vendor to provide sufficient personnel to accomplish such tasks as receiving orders, staging equipment, installing equipment, and training personnel.

11 Facility Access

11.1 Employee Identification

11.1.1 Vendor personnel shall wear an identification badge that, at minimum, displays the company’s name, the employee’s photo, and employee’s name. Vendor personnel shall comply with all Government rules and regulations while at the facility.

11.2 Personnel Security Requirements

11.2.1 Vendor personnel shall comply with all rules and regulations and follow required security procedures at each facility. Vendor personnel shall comply with Homeland Security Presidential Directive 12 (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Vendors”.

11.3 All personnel shall be escorted within the facility by FEMA personnel at all times.

12 Period of Performance

12.1 The anticipated period of performance is from April 15, 2022 through April 15, 2023.

12.1.1 The Period of performance is anticipated to be an initial base period of 1-year with four 1-year option periods. Actual period of performance will be stated in contract award.

12.1.2 Hours of Operation

12.1.2.1 All work shall be completed during the site’s normal operating hours of 7:00 AM to 7:00

PM, Monday through Friday excluding federal holidays.

12.2 Holidays

12.2.1.1 The Federal Government observes the following holidays:

New Years Day, Martin Luther King, Jr. Birthday, President George Washington’s

Birthday, Memorial Day, Junteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day.

Additional holidays may be observed.

13 Payments

13.1 FEMA payment terms are Net-30 days, and invoices will be paid in arrears on a monthly basis.

13.2 Invoices must be submitted in accordance with the requirements at FAR 32.905 Payment documentation and process

13.3 FEMA is tax exempt.

ATTACHMENT 2

DHS 4300A Sensitive Systems Handbook Attachment G Rules of Behavior

Link to full document: DHS 4300A Sensitive Systems Handbook | Homeland Security https://www.dhs.gov/publication/dhs-4300a-sensitive-systems-handbook

DHS Rules of Behavior, v9.1, July 24, 2012 1

General Rules of Behavior for Users of DHS Systems and IT Resources that Access, Store, Receive, or Transmit Sensitive Information

The following rules of behavior apply to all Department of Homeland Security (DHS) employees and support contractors who use DHS systems and IT resources including workstations, laptop computers, and portable electronic devices (PED) to access, store, receive, or transmit sensitive information. PEDs include personal digital assistants (PDA), cell phones, removable media such as CDs, DVDs, and both mechanical and solid state portable memory drives.

These rules of behavior are consistent with the IT security policy and procedures given in DHS Management Directive 140-1, “Information Technology Systems Security,” DHS Sensitive Systems Policy Directive 4300A, and the DHS 4300A Sensitive Systems Handbook.

DHS Rules of Behavior apply to users at their primary workplace, while teleworking or at a satellite site, at any alternative workplaces, and while traveling.

System Access

• I understand that I am given access only to those systems to which I require access in the performance of my official duties.

• I will not attempt to access systems I am not authorized to access.

Passwords and Other Access Control Measures

• I will choose passwords that are at least eight characters in length and include upper and lower case letters, numerals, and special characters. I will protect passwords and access numbers from disclosure. I will not share passwords. I will not provide my password to anyone, including system administrators. I will not record passwords or access control numbers on paper or in electronic form, and I will not store them on or with DHS workstations, laptop computers, or PEDs. To prevent others from obtaining my password via “shoulder surfing,” I will shield my keyboard from view as I enter my password.

• I will not store a Personal Identity Verification ( (PIV) card with DHS workstations, laptop computers, or PEDs.

• I will promptly change a password whenever its compromise is known or suspected to have occurred.

• I will not attempt to bypass access control measures.

DHS Rules of Behavior, v9.1, July 24, 2012 2

Data Protection

• I will use only DHS equipment, and never personally owned equipment, to access DHS systems and information.

• I will protect sensitive information from disclosure to unauthorized persons or groups.

• I will log off or lock my workstation or laptop computer, or I will use a password-protected screensaver, whenever I am away from my work area, even for a short time; I will log off when I leave for the day.

• I will not access, process, or store classified information on DHS office equipment that has not been authorized for classified information of commensurate level.

Use of Government Office Equipment

• I will comply with DHS policy regarding personal use of DHS office equipment. I understand that DHS office equipment is to be used for official purposes, with only limited personal use allowed. Personal use of Government office equipment is described in DHS Management Directive (MD) 4600, “Personal Use of Government Office Equipment.”

• I understand that my use of DHS office equipment may be monitored, and I consent to this monitoring.

• I understand that Internet activities which inhibit the security of DHS information and information systems, or cause degradation of network services are prohibited.

Examples of such activity include streaming of audio or video, social networking, peer-to-peer networking, software or music piracy, online gaming, webmail, Instant Messaging (IM), and hacking.

• I understand that the use of webmail or other personal email accounts is prohibited on DHS information systems.

• I understand that the viewing of pornographic or other offensive content is strictly prohibited on DHS furnished equipment and networks.

Software

• I agree to abide by software copyrights and to comply with the terms of all licenses.

• I will not install on DHS equipment unauthorized software, including software available for downloading from the Internet, software available on DHS networks, and personally owned software

Internet and Email Use

• I understand that I can only use Government systems for official Internet activities and email, with limited personal use allowed. Allowed personal use is described in DHS MD 4500, “DHS E-mail Usage” and DHS MD 4400.1, “DHS Web and Information Systems.”

• I will not use Government systems for access to webmail.

DHS Rules of Behavior, v9.1, July 24, 2012 3

• I understand that my Internet and email use may be monitored, and I consent to such monitoring.

• I will not use peer-to-peer (P2P) file sharing to connect remotely to other systems for the purpose of sharing files. I understand that P2P can be a means of spreading viruses over DHS networks and may put sensitive government information at risk. I also understand that DHS Sensitive Systems Policy Directive 4300A prohibits the use of P2P software on any DHS-controlled or DHS-operated equipment.

• I will not provide personal or official DHS information if solicited by email. I f I receive email from any source requesting personal or organizational information. If I receive an email message from any source requesting personal information or asking to verify accounts or security settings, I will send the questionable email to the purported source company for verification and I will report the incident to the DHS Help Desk.

Teleworking

Employees approved for teleworking at any alternate workplace must adhere to the following additional rules of behavior:

• At my alternate workplace, I will follow security practices that are the same as or equivalent to those required of me at my primary workplace.

• I will physically protect any laptops or PEDs I use for teleworkng when they are not in use.

• I will protect sensitive data at my alternate workplace. This includes disposing of sensitive information by shredding or other appropriate means.

Laptop Computers and Portable Electronic Devices

Use of DHS laptop computers and portable electronic devices (PEDs) is subject following additional rules of behavior:

• I will use only DHS laptops or PEDs to access DHS systems and information.

• I will password-protect any PED I use. I will set the security timeout for any PED to the established timeout period. For Government cellular telephones, the timeout period is 10 minutes.

• I will keep Government furnished equipment under my physical control at all times, or I will secure it in a suitable locked container under my control.

DHS Rules of Behavior, v9.1, July 24, 2012 4

• I will take all necessary precautions to protect Government furnished equipment against loss, theft, damage, abuse, and unauthorized use by employing lockable cases and keyboards, locking cables, and removable storage devices.

• I will keep antivirus and firewall software on the laptop up to date.

• I will use only DHS-authorized Internet connections that conform to DHS security and communications standards.

• I will not make any changes to a laptop’s system configuration unless I am directed to do so by a DHS system administrator.

• I will not program the laptop with sign-on sequences, passwords, or access phone numbers.

• I understand and will comply with the requirement that sensitive information stored on any laptop computer used in a residence or on travel shall be protected using encryption validated in accordance with FIPS 140-2, “Security Requirements for Cryptographic Modules.”

• I understand and will comply with the requirement that sensitive information processed, stored, or transmitted on wireless devices must be encrypted using approved encryption methods.

Incident Reporting

• I will promptly report IT security incidents.

• Tips for Traveling with a Laptop or PED

• Keep the laptop or PED under your physical control at all times.

• At airport security, place the laptop or PED on the conveyor belt only after the belongings of the person ahead of you have cleared the scanner. If you are delayed, keep your eye on the laptop or PED until you can pick it up.

• Do not place the laptop or PED in checked luggage.

• Do not store or check the laptop or PED in an airport, a train or bus station, or any public locker.

• If you must leave a laptop or PED in a car, lock it in the trunk so that it is out of sight.

• Avoid leaving a laptop or PED in a hotel room. If you must leave it in a hotel room, lock it inside another piece of luggage.

DHS Rules of Behavior, v9.1, July 24, 2012 5

Accountability

• I understand that I have no expectation of privacy while using any DHS equipment and while using DHS Internet or email services.

• I understand that I will be held accountable for my actions while accessing and using DHS systems and IT resources.

Acknowledgment Statement

I acknowledge that I have read, understand, and will comply with the DHS Rules of Behavior. I understand that failure to comply with the Rules of Behavior could result in verbal or written warning, removal of system access, reassignment to other duties, criminal or civil prosecution, or termination.

Name of User (printed): _________________________________________________________

User’s Phone Number: __________________________________________________________

User’s Email Address: __________________________________________________________

DHS Component: ______________________________________________________________

Location or Address: ___________________________________________________________

Supervisor: ___________________________________________________________________

Supervisor’s Phone Number: _____________________________________________________

User’s Signature Date

11.3 All personnel shall be escorted within the facility by FEMA personnel at all times.