Attachment 5 - Standard Operating Procedures Security Guard.doc

ATTACHMENT 5

STANDARD OPERATING PROCEDURES

SECURITY GUARD SERVICES—FOREST PRODUCTS LABORATORY

MADISON, WI

INDEX

Description Page

1. Functions of the Guard Force

2. Duties of the Guard Force

3. Authority

4. Apprehension of Persons

5. Vehicle Identification

6. Building Entry/Exit ......3-4

7. Fire Calls, Ambulance Runs, Local/State Police

8. Property Removal

9. Law Enforcement Agencies

10. Reports

11. Notification of Injury Or Illness

12. Community Relations

13. Telephones

14. Standard of Appearance

15. Robbery

16. Preservation of Evidence

17. Bomb Threats

18. News Media

19. Relief

20. Alertness

21. Use of Alcoholic Beverages

22. Report Writing and Security Log Entries

23. Acceptance and Reporting of Lost/Found Items

24. Execution of Colors

25. Escorting Visitors and Employees

26. Unlock Procedures

27. Lock-up Procedures ......7-8

28. Green Cards …..8

30. Monitoring of Alarms and Equipment ......9-12

1. FUNCTIONS OF THE GUARD FORCE. The guard force is concerned with all matters relating to the command which include:

a. Monitor equipment, buildings and personnel.

b. Safeguarding materials and/or information against unauthorized disclosure.

c. Safeguarding the activity against sabotage or any other incident that might jeopardize the normal operation of the command, such as theft, robbery, lawlessness, demonstrations, etc.

d. Assisting in plans and procedures to be followed in the event of any major catastrophe, such as hurricanes, earthquakes, floods, conflagration, and hostile acts to insure adequate security measures are maintained.

2. DUTIES OF THE GUARD FORCE. The following is a summary of the general duties performed by the guard force:

a. To protect all persons and property in view.

b. To keep constantly alert and observe everything within sight or hearing.

c. To report all violations.

d. To remain on assignment until properly relieved by direction of a supervisor.

e. To pass all information relative to assignment to the relieving guard.

f. To sound the alarm and take action when warranted in event of fire, disorder, or any other emergency.

g.. To turn over any money or valuables recovered, immediately reporting the circumstances.

h. To promote efficiency by discouraging nonofficial conversations and assemblages.

i. To review new orders or assignments upon return to duty from leave or sign off.

j. Observe and patrol designated perimeter areas, equipment, structures and activities of security interest.

k. Deter and report persons or vehicles attempting or gaining unauthorized access to security areas.

l. Check security status of designated rooms, or buildings during other than regular working hours.

m. Monitor and respond to protective and equipment alarm signals and any indications of suspicious activity.

n. Enforce systems for personnel, vehicle, and property control.

o. Endeavor to prevent theft, pilferage, sabotage, and other criminal acts.

p. Evacuate personnel during emergencies and catastrophes.

3. AUTHORITY.

a. Guards shall have the authority, on behalf of the Forest Products Laboratory, to enforce all directives from the Contracting Officer (CO), Contracting Officer’s Representative (COR), local and Federal law enforcement personnel. The proper method for enforcing such directives, rules, and regulations will depend upon the circumstances of each individual case but may include reporting of violators, apprehension of intruders, and detention of persons pending arrival of police or other appropriate authority in order that investigation, determination of identity and circumstances, and proper disposition may be carried out. In all cases, the authority for enforcement must be properly exercised using good, sound judgment. Immediate coordination through the CO or COR shall be made when apprehension or detention is utilized.

b. Guards have only the same power of arrest as a private citizen. The guards may arrest, without a warrant, persons reasonably and in good faith believed to be guilty of a felony, where a felony has in fact been committed; and arrest persons committing a felony in their presence. As private citizens, guards have a right to protect their own lives and property and as employees of the Contractor they have a special right to protect the property and personnel of the Government from criminal injuries.

c. Under the authority of the Government, guards have the power to detain persons for appropriate investigation and disposition in performing their function to secure Government property and personnel. This detention shall be only for the minimum amount of time necessary to make a proper disposition of the individual involved according to the circumstances of the case.

d. Guards have no jurisdiction outside these boundaries.

4. APPREHENSION OF PERSONS. Guards may apprehend and detain persons only within their jurisdiction and then only for as long as necessary to transfer such persons to law enforcement personnel. Delay in transferring offenders to appropriate law enforcement personnel may make the guard subject to charges of false arrest. A guard shall avoid the use of force where the apprehension can be made without resort to its use. If the apprehension cannot be made without resort to the use of force, personnel shall use the minimum amount of force necessary. The use of excessive force makes a guard liable to prosecution under the law. Detention of any person requires an incident report to be completed.

a. Visitors and Contractors shall be required to sign in and out at the guard post. The security guard may ask for identification if deems necessary. All visitors must be escorted to their destination.

5. VEHICLE IDENTIFICATION. All Laboratory personnel are required to have a valid vehicle permit on their private passenger vehicles.

a. Permanent vehicle passes. The following decals are recognized as official permits that are attached to the rearview mirror of vehicles. A number printed on the permit further identifies these passes. Additionally, for temporary permits the date of expiration is indicated by a date written on the center bottom of the pass.

(1) Red/White. Issued to permanent and retired employees.

(2) Green. Issued to temporary and term employees, students, visiting scientists, volunteers and cooperators. The tab includes an expiration date with the month, day and year as well as a permit number.

6. BUILDING ENTRY/EXIT. Doors shall be open to the public from 0800 until 1600 hours daily Monday through Friday, after which time an after hours access cards are required. The guard shall challenge and question any individual that does not appear to be an employee or that does not register in and out in the after hours register.

a. On occasion, visiting official personnel arrive desiring access to the building without possessing an after hours access card. Individuals with credentials and a valid ID may enter the building after registering and are guided by an escort.

All law enforcement officers, if in uniform, shall be granted immediate entrance to the building at all times. However, if they are operating an unmarked police vehicle and are out of uniform, they must present either their badge or credentials to gain authorized entry to the buildings. The Contractor shall immediately notify the COR of the police presence.

7. FIRE CALLS, AMBULANCE RUNS, LOCAL/STATE POLICE. In all emergency situations the guard shall allow emergency vehicle(s) and personnel to enter without delay but shall notify the COR by means of an incident report. Guards may be called upon to assist fire and ambulance personnel. However, assistance to the Fire Department will not require guards to perform hazardous fire fighting duties.

8. PROPERTY REMOVAL. Guards shall have the authority to question all persons removing Government property from the facility. A report of the incident shall be documented in the Security Log.

9. LAW ENFORCEMENT AGENCIES. Cooperation with Federal, State, County, and Local authorities shall be maintained. If such officials call in an official capacity during regular working hours, the guard shall be advised upon start of his/her shift and shall be given instructions if needed. If such officials call in an official capacity during non-working hours the incident shall be documented in the Security Log and the COR notified immediately.

10. REPORTS. Reporting of information relative to happenings usual or unusual, threats, or actual damage to property, safety hazards, maintenance breakdowns, potential sabotage or injuries, etc. shall be brief and complete as to who, what, where, why, when, and how.

a. Security Log. The Security Log for the previous 24-hour period shall be up to date and hand carried to the COR by 0730 daily.

b. Incident Report. Each report shall be numbered corresponding to the numbers on the Security Log. Reports may be handwritten (legibly) or typed. A copy shall be forwarded to the COR within 24 hours of the incident. Incident reports shall be complete and will have the signature of the reviewing supervisor.

c. Missing, Lost, Stolen, Recovered items. Sufficient information shall be provided to the COR in all cases.

11. NOTIFICATION OF INJURY OR ILLNESS. In the event of injury or illness notify the appropriate medical personnel by dialing 9+911 on any extension or via cellular phone. In the event that this occurs during regular business hours (800-1600) and the situation is NOT critical and the individual requests the First Aid Team’s assistance dial 590 state name, location, and situation. If the situation is critical call 9+911 from any extension or 911 from a cellular phone then dial 590 state name, location, situation and that emergency vehicles are responding. The guard shall not issue any statement or provide any information on the incident; all inquiries shall be referred to the Safety & Health Manager and the COR.

12. COMMUNITY RELATIONS. The conduct of guards while on duty must be beyond reproach. Guards shall conduct themselves in a manner reflecting highest credit to the force. Guards shall treat all persons with courtesy and respect, constantly striving to win the good will of the community by demonstrating impartial enforcement of regulations. Professional presentation, courtesy, tact, diplomacy, and self-control shall be maintained even when firmness is necessary in the performance of duties. Guard personnel shall discourage loitering, which can interfere with the proper performance of duty.

13. TELEPHONES. Government telephone use is prohibited unless it is in the performance of duty. The telephone is for official calls only and shall not be abused.

14. STANDARD OF APPEARANCE. The guard shall, at all times, present a neat appearance: clothes cleaned, pressed, and in an acceptable state of repair; shoes shined; cap worn squarely on the head; and tie neatly tied.

15. ROBBERY. In the event of a robbery (with force and violence) speed in notifying the appropriate authorities, and in assisting the response forces is of utmost importance. Of primary importance is the safety and protection of all employees and visitors. Of equal importance is the identification of the intruders and vehicles used in the robbery. Sound judgment must be exercised to prevent provocations, which would lead to the physical harm of bystanders.

16. PRESERVATION OF EVIDENCE.

a. After a robbery or other felony has been committed and the intruders have left, the guard is to cordon off the scene.

b. All witnesses are to be detained (unless they require medical attention) so that each person can give out a description to the authorities, and all names and addresses of witnesses may be obtained. All persons are to be instructed not to discuss the details of the incident with anyone until the appropriate investigating authority has questioned all.

c. No one is to enter the area nor is anything to be touched, removed, or added. Onlookers shall not be allowed to approach the scene and shall be kept at a safe distance.

d. Firefighting and rescue work shall not be impeded for any reason; however, care shall be taken by all engaged in the work to prevent unnecessary destruction or damage.

e. Nothing must be disturbed unless absolutely necessary in fighting fires or saving lives. If a guard finds anything having the remotest possibility of being evidence, he shall report the location, if it is safe to leave it; otherwise, if there is a possibility that it will be damaged, changed, or destroyed, he shall take immediate steps to preserve it. Handling shall be kept at a minimum and nothing shall be touched with naked fingertips. Evidence shall be preserved in the condition in which it was found in order to be of value.

17. BOMB THREATS. If the guard receives a bomb threat (i.e. information that a bomb has been placed on Government property) and the threat is received by telephone, the following procedures are to be followed:

a. Keep the caller on the line as long as possible and record every word spoken by the caller.

b. If the location of the bomb or time of possible detonation is not given, attempt to get this information.

c. Pay particular attention to any background noises such as music or running motors, which might give even a remote clue as to the place from which the call is being made. Complete the bomb checklist located at the guard station.

d. Listen closely to the voice (male/female) quality, accents, and speech impediments.

e. Immediately after the caller hangs up, call the local law enforcement authorities, Safety & Health Manager, and the Project Leader of Research Facilities Engineering.

18. NEWS MEDIA. No member of the guard force is permitted to make statements to any news media concerning events and occurrences at this facility. During regular work hours all inquiries of this nature shall be referred to the Public Affairs Office. After hours contact the Public Affairs Officer listed in the Officers Log book this contact shall be called along with the Facility Engineer and the COR.

19. RELIEF. Guards shall not leave their post until properly relieved except in the event of an explosion, fire, or other disaster where their life is in immediate danger. "Properly relieved" is defined as "relieved by the oncoming guard at shift change. Relief for an authorized relief period (break, lunch) will be as directed by the supervisor.

20. ALERTNESS. While on shift, guards shall limit their conversations to official business. Listening to radios, reading books, newspapers and any material not connected with official duties is prohibited. No loitering of unauthorized personnel will be allowed at guard posts.

21. USE OF ALCOHOLIC BEVERAGES.

a. Any person appearing to be under the obvious influence of alcohol/drugs will be denied entry. A record of the occurrence shall be made in the security log.

b. Persons on station under the obvious influence of intoxicants shall be reported immediately to the Safety and Health Manager and or the COR.

c. The use of intoxicants by guard personnel while on duty is not permitted. No guard on duty will have in his possession any alcoholic beverage. No alcoholic beverage will be brought on site.

22. REPORT WRITING AND SECURITY LOG ENTRIES. At the start and end of each shift the guard shall make an entry of shift start and stop and shall report any unusual occurrences while on shift as well as items noticed on patrol such as safety hazards, nonfunctional lights etc.

a. A record of all disturbances, alarms, or power equipment failures and to whom this was reported to shall be made and kept in the security log for each shift.

b. Upon the event of an emergency, unusual event, or incident the guard shall complete an incident report on the situation (hand-written, legible printing is acceptable). The signed Incident Report shall be given to the COR at shift’s end.

c. An entry must be made in the log any time a patrol is interrupted stating reasons why a patrol was not completed or why there is lag time between keys.

23. ACCEPTANCE AND REPORTING OF LOST/FOUND ITEMS. When items are reported to the guard as lost or stolen, the officer shall make an entry of the persons name and phone number along with the item(s) missing, and from where. If persons turn in items found to the guard he is to secure the item(s) and make an entry as where the item was found, name and phone number of the person whom turned in the item(s).

24. EXECUTION OF COLORS. The Unites States flag shall be raised at 07:00 and lowered at 16:30 daily. This flag is displayed in front of the main entrance to the Forest Products Laboratory off of Gifford Pinchot Drive. The United States flag shall be properly folded and treated with respect at all times. The guard is responsible for coordinating the replacement of the flag with the COR.

25. ESCORTING OF VISITORS AND EMPLOYEES. On occasion the guard shall be required to escort visitors, contractors and employees to various locations with in the complex and grounds. The guard shall make an entry in the guard log of when, who, and where.

26. UNLOCK PROCEDURES. The following is the Monday through Friday doors and gates to be unlocked. The guard can start unlocking doors/gates as early as 0400 hours. All doors and gates must be open by 0600 except for the Mechanics Shops Gate which must be opened no later than 0500 hours. The following is a list of the gates and doors to be opened as well as location. During unlock any night lights turned on shall be turned off.

Bldg.

In/Near Location 1/15 Mechanics Shops Gate.

Unlock South East Walk-in Gate off of the Gifford Pinchot main drive.

n/a Three Highland Ave. Gates, 2 pedestrian gates one large vehicle drive-through gate.

n/a North Driveway Gate, Shipping and Receiving Double Courtyard Doors.

Mechanics Shop 3 Hall Doors and North Exit.

Carpenters Shop 2 Hall Doors and Break Room.

Supply Room, 1st Floor

Take Down Hours Sign from front door

Raise Flag

27. LOCK-UP PROCEDURES. The following are items to be done during the lock-up Monday through Friday 1700 to 1900 hours. Viable interruptions shall be recorded in guard log reports. This lock-up round and all others shall include closing of windows, turning off lights and personal appliances left on.

a. Turn on courtyard light by shipping and receiving, turn on night light in Bldg. 1, Room 47. Turn off all lights not in use. Lock 2 large shipping doors.

b. Bldg. 22, lumber storage, lock 2 doors.

c. Bldg. 8, check and lock 4 Exit doors West, Southeast, East and South turn on 1 night-light.

d. Bldg. 2, check and lock annex door, double doors, and turn on 1 night light.

e. Bldg. 1 Carpenter Shop and Machine Shop, ground floor North end, check and lock break room door to hallway, 2 entrance doors to each shop and turn on 2 night lights, lock 2 Annex doors.

f. Turn on night-lights in Bldg. 29 as you check the locks 5 exit doors (also check to be sure the door in G47 is locked). On ground floor, lock 1 exit door and turn on night-light just as you enter Bldg. 33.

g. Bldg. 34 on ground floor and check and close exit door by stairs, also turn on outside light.

East stairs, locking exit doors on 2, 1 and ground floors. Look North gate. NOTE: CANNOT BE LOCKED BEFORE 1815.

h. Bldg. 33, first floor, check exit door by stairs and turn on outside light. 2nd floor lobby, turn on outside lights.

i. Lock top gate of North drive. Check and lock and lock entrance door and door to Paint Shop.

j. Bldg. 1, 1st floor, lock 2 doors, turn on night lights, one door is by Wood Engineering, Rm 134 Conference Room, the other one is past receiving room on left as you come out.

k. Bldg. 1 courtyard, lock 2 doors off Engineering Mechanics Laboratory on Kiln Floor and Test Floor.

l. Highland Ave., lock Walk-in Gate and Electric Gate at 1815 p.m.

m. Bldg. 19, check and lock conference room.

n. Lock South East walk gate.

o. Lower and fold flag.

28. GREEN CARDS.

For all equipment/alarms listed in paragraph 29 of this SOP requiring monitoring, the responsible individual for the equipment will complete a FPL 6400-4 form, entitled “Notice of Equipment Operating Overnight” or herein referred to as a “Green Card”. The green card will indicate the building number, room number, the piece of equipment/alarm, the guidelines to be followed in monitoring the piece of equipment/alarm and the point of contact. Green card (s) will also be provided for equipment/alarms on going projects/experiments in addition to those on listing that need to be monitored on a short term/temporary basis. If a piece equipment needs to be operational after-hours, a green card will be provided for the piece of equipment. See example one which follows:

EXAMPLE ONE

NOTICE OF EQUIPMENT OPERATING OVERNIGHT Prepare 2 copies. Send one to RFE/Security; place other on/near operating equipment

Location (Building/Room): _________________________________________________________________________

Schedule for equipment operating overnight:

Start (date): __________ Finish (date): __________

Type of equipment operating overnight _____________________________________________________________ Check the services needed to operate equipment:

FORMCHECKBOX

Electricity FORMCHECKBOX Water FORMCHECKBOX Vacuum FORMCHECKBOX Gas FORMCHECKBOX Air FORMCHECKBOX Steam FORMCHECKBOX

Check the potential hazard(s) presented by equipment operation:

FORMCHECKBOX

Fire FORMCHECKBOX Release of hazardous vapors/gases

FORMCHECKBOX

Other ______________________________ List any hazardous materials present in this operation (information required for emergency response personnel)

In the event of an equipment or utility malfunction, FPL’s Security Officer will notify the following personnel:

Name ______________________ Phone Nos: (lab ext) ________ (Home) ___________________ (Cell) ___________________________ Name ______________________ Phone Nos: (lab ext) ________ (Home) ___________________ (Cell) ___________________________ Name ______________________ Phone Nos: (lab ext) ________ (Home) ___________________ (Cell) ___________________________ (rev.3/06)

FPL-6400-4

29. MONITORING OF CHARTS ALARMS AND EQUIPMENT.

The contractor shall be aware of and/or monitoring the charts, indicators and gauges to the equipment listed below continuously during scheduled duty. The Guard staff shall also receive FPL 6400-4 form's (Green Card) from various Laboratory personnel at the start of each shift. The contractor shall be capable of communicating with the appropriate personnel and authorities (fire department, etc.). Guards must arrive at the alarm site as soon as possible. Forms 6400-4 shall be kept with the Security Log and be reviewed at the start of each shift.

Note: FPL will occupy building 50, (Centennial Research Facility) sometime in late 2009.

This building is approximately 90,000 square feet and will house new equipment to monitor and some of the equipment and personnel that are currently being monitored during rounds in buildings 1, 2 and 8.

Once the transition is started the Security staff will be required to incorporate this new facility into there general rounds as well as possible alternate rounds for equipment monitoring. After all personnel and equipment are removed from buildings 2, 8, and 19 these building will be scheduled for demolition.

Deviation of temp. alarm

Building 01/Ground Floor – telephone room

Building 01/Ground Floor Café emergency entrance/exit alarm

Elevated room temp. alarm

Building 01/Room 447 Computer/LAN Room

**Elevated temp. Alarm

Building 01/Room 153

Call listed personnel.*

**Electron microscope

Building 01/Room 23A

**Building 01/Ground Floor – HVAC Mechanical Room

On going project/Equipments

Various labs and equipment.

Building 01 Lobby

Central alarm panel of all FPL campus buildings indicates fire and weather alarms located in

Building 01 Lobby

Central alarm panel indicates “Trouble”. “Trouble” can be smoke, heat, sensor problems or malfunction or power failures.

Building 01 Lobby Audible Alarm

Investigate trouble point indicated on printout. (If it safe to do so) If no Emergency Response Services are needed call listed facility personnel.

All elevators

Buildings 01, 29 & 33 Buildings 01, 29 & 33

Control rooms:

01/5th floor penthouse

33/3rd floor penthouse

29/G42

(Signs located in 01/500 penthouse stairwell and 29/G42).

Respond to elevator with appropriate key for elevator doors kept at Guard Post. Open doors from outside with key. Post “Out of Order” signs on each floor

Shut off power switches located in elevator control rooms. Use EXTREME CAUTION! The contacts are exposed and are ‘live’ with electricity.

If persons are trapped call Emergency Elevator Service

**Building 01/Ground floor

Humidity room 1

Zero-degree freezer rooms: 3, 4, 5, 6, 7, 8 & 13

Read actual temperature by reading indicator.

Call listed personnel, if in alarm or outside of temperature range. *

**Building 01/Room 53

Humidity rooms 1, 2, 9, & 53

Read actual temperature by reading chart indicator. Call listed personnel, if in alarm or outside of temperature range. *

Building 01/first floor

**Rooms 11, 12 & 13

Read actual temperature by reading indicator.

Call listed personnel, if in alarm or outside of temperature range. *

Building 01/Room 123

Read actual temperature by reading indicator, Call listed personnel, if outside temp. range or in alarm. *

Elevated temp. Alarms

Building 33/Room G24

**Building 33 Ground Floor

Mechanical Room

**Building 33 Ground Floor

Mechanical Room

**Building 33 Ground Floor

Mechanical Room

Call listed personnel.

* Listed personnel are those indicated on form FPL-6400-4, Notice of Equipment Operating Overnight (Green Card)

** Refer to FPL List of Personnel, paragraph 31.

30. Emergency Authorities

Police: City of Madison 9-911

Police: Veterans Hospital 608-256-1901 x1-7270

Police: University of Wisconsin 608-262-2957

Fire Department and Rescue 9-911

Madison Gas & Electric 608-252-7111

Guard Walkie Talkie 555-99

31. FPL Contact Personnel A/C Mechanic & Work Leader ** Robert Ramos 608-277-0637 or Cell 608-516-3447

Boiler Plant & Steam Robert Ramos 608-277-0637 or Cell 608-516-3447

COR

Bonnie Johnston 608-658-6097

Chemicals Thomas Jacobson 608-346-4564

Computer Systems Anthony Nevalainen 608-658-4333

Doors Bonnie Johnston 608-658-6097

Electrical & Doors David Juntunen 608-592-2481

Electrical Steve Mauch 608-242-1283 Electrical Will Kinney 608-836-9696

Elevators Schumacher Elevator 800-779-5438

Equipment Mechanic HVAC** Mike McMasters 608-279-0330

Equipment Mechanic HVAC** Dante Kilgore 608-451-2228 Facilities Manager*** Mike Kaspszak 608-318-1707 Fire Alarm Dave Juntunen 608-592-2481

Gen. Equipment Mechanic Chester Filipowicz 608-837-2384

FPL Contact Personnel Continued:

HVAC Work Leader** Robert Ramos 608-277-0637 or Cell 608-516-3447

Maintenance and Operations Gary Lichtenberg 608-246-4120

Plumbing Paul Mattson 920-478-2282

Research lab Mechanic Randy Wruck 608-643-4891

Safety and Health Mgr.

Thomas Jacobson 608-755-6999 or Cell 608-346-4564

Snow Plow and Grounds Carl Syftestad 608-845-7857 or Cell 608-698-7857 Snow Plow and Grounds Bruce Smith 608-455-4600

Telephones Dave Juntunen 608-592-2481

** See Rotation Schedule for HVAC Personnel.

***If other listed personnel cannot be contacted.

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