Attachment (9) Current Base Guidelines - NSWCPD.docx

CURRENT BASE GUIDELINES

STANDARD SOW ATTACHMENT 9

ATTACHMENT (9) - CURRENT BASE GUIDELINES 4-Dec-24

SOW Page 18 of 18

PORTABLE ELECTRONIC DEVICE (PED) REQUEST

PED Request Procedure Digitally complete and submit an Authorization Request for Operation of Non-Government Portable Electronic Devices, NSWCPD Form 5239/1, by email to the NSWCPD TPOC and COR a minimum of ten business days before bringing a PED, e.g., a laptop, on Government property to access a Government network or otherwise operate in a manner that requires submission of Form 52391/1. The NSWCPD Form 5239/1 is processed in the following manner:

a. The Contractor must complete PARTS 1 through 3 of the form in strict compliance with its instructions.

b. The Contractor must digitally sign and date blocks 17.c and 17.d and email the form to the NSWCPD TPOC.

c. The NSWCPD TPOC will forward the form by email to the NSWCPD Information Systems Security Manager (ISSM) for review.

d. The ISSM will review the form and approve it or disapprove the form and return it to the NSWCPD TPOC by email for correction. The review may take up to three full, business days.

e. The NSWCPD TPOC will correct and return the form by email to the ISSM for another review or forward it to the Contractor for correction within three, full, business days of receiving it from the ISSM.

f. The Contractor must correct and return the form by email to the NSWCPD TPOC within one, full business day of receiving it from the NSWCPD TPOC.

g. The NSWCPD TPOC will forward the corrected form back to the ISSM by email for another review after receiving it from the Contractor. This cycle will continue until the form is approved by the ISSM.

h. Once the form is approved by the ISSM, the NSWCPD TPOC will forward it to the NSWCPD Information Systems Security Officer (ISSO) by email for review after receiving it from the ISSM.

ped review pROCESS The ISSO will review the form.

If PART 6 of the form is required and the ISSO determines the form is acceptable:

a. The ISSO will complete PART 6 of the form, approve the network connection, and return it by email to the NSWCPD TPOC.

b. The NSWCPD TPOC will forward the form to the Contractor by email after receiving it from the ISSO.

c. The Contractor must perform an antivirus scan of the PED after receiving the approved form.

d. The ISSO will review the antivirus scan of the PED the day the Contractor arrives to connect their PED. The scan must be no older than three, full calendar days at the time of the review. The Contractor must plan, schedule, accordingly.

e. The Contractor must have the approved hardcopy form in their possession and accompanying their PED always while on Government property.

If PART 6 of the form is not required and the ISSO determines the form is acceptable:

a. The ISSO will leave PART 6 blank, concur with the approval of the ISSM and return the form by email to the NSWCPD TPOC. The form will be fully authorized by the PART 5 approval signature in Block 29.

b. The NSWCPD TPOC will forward the form to the Contractor by email after receiving it from the ISSO.

c. The Contractor must have the approved hardcopy form in their possession and accompanying their PED always while on Government property.

If the ISSO determines the form is unacceptable for other reasons:

a. The ISSO will disapprove the network connection and return the form to the NSWCPD TPOC by email for correction or reject it with an explanation.

b. If correction is possible, the NSWCPD TPOC will correct and return the form by email to the ISSO for another review or forward it to the Contractor by email for correction after receiving it from the ISSO.

c. The Contractor must correct and return the form by email to the NSWCPD TPOC within one, full business day of receiving it from the NSWCPD TPOC.

d. The NSWCPD TPOC will forward the corrected form by email back to the ISSO for another review within three, full business days after receiving it from the Contractor. This cycle will continue until the form is approved by the ISSO.

SOFTWARE OR DATA SUBMITTALS

The Contractor must provide software and data on removable media (CD/DVD). The Government will scan the removable media and an authorized Government asset will be used to load the software or data to a Government system.

SUBMITTAL TRANSMITTAL FORM (4025-R)

General information The Contractor must deliver every Submittal Item, and every update and revision to a Submittal Item, with an EF 4025-R, Transmittal Form, available from:

https://www.publications.usace.army.mil/USACE-Publications/Engineer-Forms/.

NOTE: All instances of the “US Army Corp of Engineers” on the form are interpreted as “Naval Surface Warfare Center Philadelphia Division”.

Instructions for Completion.

The Contractor must follow the instructions of EF 4025-R to fill out all blocks on the Submittal Item Transmittal Form. The Contractor must pay close attention to, and comply with, the Submittal Item numbering and revision sequence stipulated by the Submittal Item Transmittal Form. The Contractor may use information in Appendix A for guidance to fill out the Submittal Item Transmittal Form.

Submittal Item Transmittal Form File Format.

The Contractor must provide the Submittal Item Transmittal Form in Adobe PDF digital format unless otherwise specified or directed by the Contracting Officer.

The Contractor must compile each Submittal Item with its Transmittal Form as a single, digital file package. The Submittal Item Transmittal Form will serve as the package cover sheet.

The Contractor must name and number each digital submittal package file in a cohesive and natural way.

SECNAV FORM 5512/1 PREPERATION AND SUBMISSION PROCESS

Application for Contractor Identification Badges.

Complete application for contractor Identification Badges by performing the following:

a. Use latest version of SECNAV Form 5512/1. Contract TPOC for latest version of the form.

b. Electronically prepare one (1) separate SECNAV 5512/1 form for each employee or representative that does not hold a CONFIDENTIAL or higher security clearance on-site at NSWCPD.

c. Precisely fill out each SECNAV 5512/1 form in strict compliance with the form’s instructions; no exceptions. Failure to comply with the instructions in any one part of the form may result in a rejection of the entire application package.

d. Precisely provide the required substantiating U.S. Citizen Minimum Documentation in strict compliance with the instructions of the SECNAV 5512/1 form; no exceptions. Failure to comply with the instructions in any one part of the form may result in a rejection of the entire application package.

e. Take digital, high-definition, color images of the chosen U.S. Citizen Minimum Documents lying flat on a solid colored surface that contrasts with the identification and that must be clear and legible in all aspects; no glare, graininess or blurriness. An image of the front and back (even if the back is blank) of each U.S. Citizen Minimum Document is required except for Passports. For a Passport, provide image of the full first two pages. All U.S. Citizen Minimum Documents must clearly display all four (4) corners of the document; no exceptions. Convert digital image files into Adobe .pdf file format, e.g., .jpeg or .gif to .pdf.

f. Package each SECNAV 5512/1 form separately with the applicant’s corresponding U.S. Citizen Minimum Document digital images to create a single, electronic, applicant package file. Do not combine multiple different applicants into one (1) consolidated electronic file; no exceptions – consolidation will result in an immediate rejection. The file type of the single, electronic, applicant package file must be an Adobe .pdf file that combines the applicant’s SECNAV 5512/1 form with .pdf images of their U.S. Citizen Minimum Documents.

g. Name each single, electronic, applicant package file in accordance with the following format and content; no exceptions:

Form 5512-1_[Company Name or abbreviation]_Last, First Name_YYYY-MM-DD. For example: “Form 5512-1_XYZ_Doe, John_2023-01-01”.

h. Populate the NSA Security Office Background Check spreadsheet with select information from each SECNAV 5512/1. The NSWCPD TPOC will provide the NSA Security Office Background Check spreadsheet upon request.

i. Contact the NSWCPD TPOC when the SECNAV 5512/1 applicant package files and the NSA Security Office Background Check spreadsheet are ready for submission. The NSWCPD TPOC will provide a DoD Secure Access File Exchange (“DoD SAFE”) drop-off box link, which lasts seven (7) days. A recipient email will be used to deliver the drop-off notification link.

j. Once notified by an automated DoD SAFE email, upload the applicant package files to the DoD SAFE drop-off link. Multiple single, electronic, applicant package files may be uploaded to one (1) drop-off box provided the file size does not exceed limit of the drop-off box.

k. The NSWCPD TPOC will download and review packages for accuracy and will either reject and return them to the Contractor or else accept and forward them to the NSA Security Office for approval. The NSWCPD TPOC will notify the Contractor of the results of the review.

Obtaining and returning identification badges Once approved, the applicants must report to the NSA Security Office (PNBC Bldg 29) with a hardcopy of their SECNAV 5512/1 form and the same U.S. Citizen Minimum Documentation included in the single, electronic, applicant package files to obtain their identification badge. Hours of operation are 0730 to 1530.

Return the identification badge within five (5) calendar days to the NSA Security Office (PNBC/NSWCPD Bldg 29) when an employee leaves the Contractor's service, when the job is complete, or the identification badge has expired.

secnav 5512/1 form guidance and tips This guidance complements, or else emphasizes, the respective requirements of the SOW/PWS and the instructions already included with the SECNAV 5512/1 form. It is critical that you pay strict attention to the details of the form or else your application will be rejected:

Fill out the form electronically, except for boxes 28, 29, and 30. Once you have filled it out electronically, print it and then apply hand-written signatures to boxes 28, 29, and 30. After this, scan and send the form to the NSWCPD TPOC (Project Manager) as required by the SOW/PWS.

Boxes 1 to 12:

a. Box 3: A full middle name is required if on their identifications. Middle initial is not acceptable.

b. Box 4: Match this box to their identifications. Please be careful with Sr./Jr. This box should only be checked if it is legally on their identification.

c. Box 12: Must be checked ‘yes’ or ‘no.’

Boxes 13 to 18:

a. Box 14: The social security number (SSN) must be listed here in all circumstances.

b. Page 3 of the form requires two (2) forms of bona-fide identifications (“Acceptable Documents”). The most common combinations that work are:

a. Passport (must be signed) with Social Security number (no card required),

b. Driver’s License and Social Security Card (must be signed), or

c. Driver’s License and State-issued Birth Certificate.

c. Whatever combination of identification you use must be entered into boxes 13 to 18.

d. If you use a Driver’s License, make certain boxes 20, 21, 22, and 23 match the information on the Driver’s License.

e. Identification, like Social Security Cards, must be signed.

f. If using a birth certificate, it must be a State-issued certificate.

Boxes 19 to 22:

a. If a Driver’s License is used, it must match information on the license.

Box 23:

a. Name and full address are required. If a Driver’s License is used, these must match information on the Driver’s License.

Boxes 25 and 26:

a. Name and full address are required.

Boxes 28 and 29:

a. Initials must be written by hand; no digital initial. See Step 1 above.

Box 30:

a. Signature must be written by hand; no digital signature. See paragraph 1. The signature date must be within 30 days of submitting to the Naval Support Activity Philadelphia (NSA-P) (i.e., Government) Security Office.

Identification imagery

a. Take high-definition, color, digital images of each form of identification lying flat on a solid colored surface that contrasts with the identification.

b. The image must be clear (no glare, graininess or blurriness).

c. All four corners of the identification must be visible.

d. A picture of the front and back (even if the back is blank) of each identification is required except for Passports. For a Passport, provide image of the full first two pages.

LOCK-OUT AND TAG-OUT REQUEST

Program.

Plan, Post, Check, Maintain, and Clear tag-outs in accordance with Contractors established Energy Control and LOTO procedures, NSWCPDPHILADELPHIADIVINST 5100.1, and 29 CFR 1910.147, and 29 CFR 1926.

Coordination Coordinate all tag-out actions with the NSWCPD Code 1021, Facilities Branch, and the NSWCPD TPOC. The Contractor must email a LOTO Authorization Request to the C10211 Facilities Operations and Maintenance Section Head and the TPOC within three, full, business days before posting the tag-out. Copy the NSWCPD TPOC in distribution. Contract TPOC for emails distribution required. The email subject title must be formatted as follows:

Email Subject Line LOTO Request - [Insert Company Name] – [Insert Date Needed] LO/TO Email Body Information The LO/TO request must contain the following information as formatted and sequenced:

a. Contract number:

b. Contractor Company:

c. First and Last Name of Requesting Contractor:

d. System or Equipment to be LO/TO:

e. Location/Building:

f. Date and Time of LOTO Request:

g. Reason for LOTO:

h. Hazards Involved:

i. Day Tag: Yes/No

Email Exchanges General Instructions The Contractor and Government must restrict all email exchanges to the LOTO Authorization Request email thread to maintain a single, continuous consistent record until the LOTO is cleared or cancelled.

LO/TO Installation approvals An NSWCPD Facilities Branch, Code 1021, representative will review the LOTO Authorization Request email thread to post the LOTO, respond to the LOTO Authorization Request with approval or rejection, and will coordinate the posting of the LOTO with the Contractor. This may include succeeding or complementary actions by NSWCPD Facilities Branch, Code 1021, e.g., turning on/off unit from Direct Digital Control (DDC) or verifying tags are posted and correct.

Urgent LO/TO Matters For urgent LOTO matters, call the NSWCPD Facilities Service Desk at: 215-897-5555.

Field LO/TO Isolations LO/TO isolations to be performed by Government Personnel unless otherwise allowed by the NSWCPD Facilities Branch, Code 1021. Contractors Site Safety personnel must review LO/TO on-site for completeness. Contractor and Government to perform proper documentation of LO/TO and Locking lock box prior to starting work on Isolated equipment.

Lock Box Locks All Contractor personnel on-site must apply a lock to the LO/TO box for isolated work. All personnel locks must be removed at end of each workday.

LO/TO removal Request When the LOTO is no longer required, i.e., ready to be pulled for clearance or cancellation, the Contractor must reply to the LOTO Authorization Request email thread that authorized the posting a minimum of one, full, business day before the LOTO is pulled notifying the Government that the work is complete and the LOTO is ready to be cleared or canceled. Copy the NSWCPD TPOC in distribution.

An NSWCPD Facilities Branch, Code 1021, representative will review the LOTO Authorization Request email thread to clear or cancel the LOTO, to approve or reject it. If approved, field LO/TO will be scheduled with Contractor for removal.

This may include succeeding or complementary actions by NSWCPD Facilities Branch, Code 1021, e.g., turning on/off unit from DDC or verifying tags are posted and correct.

ROLL-UP DOOR ACCESS REQUEST

gENERAL aCCESS REQUEST – gOVERNMENT oPENINGS The Contractor must arrange opening and closing of garage and loading dock doors and gates with the Government.

The Contractor must email a written request to the TPOC and COR a minimum of three, full, business days before arrival. Include the date of the requested response from the TPOC based on the Government review TAT. The Contractor may precede the email request by a complimentary courtesy notification in person, by phone or text to the TPOC. The body of the email request must include:

a. Property requiring entry;

b. Date of entry;

c. Time of arrival; and

d. Anticipated duration of visit.

CONTRACTOR ACCESS REQUEST – CONTRACTOR OPENINGS

Eligibility Requirements Access for Contractors to open/close roll-up doors is limited to one individual with a management role from the Contractor (Project on-site superintendent, Site Safety, Quality control, Project manager, etc.). Contractor must hold a Security access badge to the building where the roll up door will be accessed Eligibility is at the bequest of the NSWCPD C/105 Security Department. Requests for access are not guaranteed. Additional on-site training may be required by the Security Department.

The Contractor must email a completed Roll-up door request form and provide confirmation that the personnel reviewed the Roll-up door power point training to the NSWCPD TPOC. The Government will submit form to NSWCPD c/106 Security Department for review and approval.

Contact the TPOC for the Request form and Training Information.

General Roll-up Door Usage Requirements At all times, when roll-up door is opened, the area must be escorted by the individual that opened the door to prevent unauthorized access to NSWCPD Buildings. This individual must not allow anyone entry into the NSWCPD Buildings through the roll-up doors. All on-site personnel must enter the building through the designated doorways. The roll-up door must be closed immediately after usage.

VEHICLE INSPECTION

The Contractor must have their company vehicles and accompanying towed or carried attachments, e.g., cars, trucks, trailers, shipping container, or storage box, inspected by the Government Motor Vehicle Inspection Team (MVIT) before entering Government property.

Request.

The Contractor must email a written MVIT request to the TPOC and COR a minimum of five full business days before arrival. Include the date of the requested response from the TPOC based on the Government review TAT. The Contractor may precede the request by a complimentary courtesy notification in person, by phone or text to the KO and COR.

The Vehicle request must include:

a. Contract number;

b. The property, e.g., building or fenced area, the vehicle will enter or park

c. Date of arrival;

d. Duration of the visit;

e. Reason for the visit;

f. Name of the driver who will turnover vehicle to MVIT.

The vehicle must:

a. Conspicuously display the company name or logo;

b. Have affixed state license plates as required by the native State;

c. Have the native state registration card and insurance card;

d. Have inspection decals as required by the native State;

e. Not have visible signs of leaking fluids other than water from the air conditioner;

f. Not have hazardous appendages or protrusions that would endanger pedestrian or traffic;

g. Conspicuously display the parking pass (if applicable) in a manner visible by casual observation.

The driver must:

a. Have their valid state’s driver license in their possession at the time of the MVIT;

b. Hold an approved SECNAV Form 5512/1 and a temporary, Government, access badge, at the time of the MVIT.

Government Review and Determination.

The TPOC or COR will review the request and, if it is determined acceptable, the TPOC or COR will arrange the MVIT appointment and, depending on responsiveness of the responsible Government Security Office, notify the Contractor within three, full, business days of their request with a confirmation of the date, time and location of the MVIT inspection.

Re-Inspection If the vehicle vacates the property, the Contractor must have the vehicle re-inspected by the MVIT before reentering.

APPENDIX A – 4025-R GUIDELINES

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