Attachment A - SOW - Vehicle Barrier Maint. Srvs for CJIS - 01.12.26.pdf

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FEDERAL BUREAU OF INVESTIGATION

FINANCE DIVISION | PROCUREMENT SECTION

Vehicle Barrier Maintenance Services

For the

CJIS Division

Statement of Work

01/12/2026

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FEDERAL BUREAU OF INVESTIGATION

STATEMENT OF WORK

1 Introduction

1.1 Background

The Federal Bureau of Investigation Criminal Justice Information Services (CJIS) Division in Clarksburg, WV has six (6) Wedge Vehicle Barriers. These barriers are used as final denial for unauthorized subjects attempting to enter our campus by vehicle. These barriers must be maintained and repaired in accordance with the Original Equipment Manufacturer’s ( OEM) manufacturers’ recommendations standards to ensure they remain fully functional to protect the campus and operations at the Clarksburg campus.

1.2 Scope

There are six (6) Gibraltar G-2000 Wedge Vehicle Barriers in use at our campus. Four (4) are located at our east entrance and two (2) are located at our west entrance. They protect both the inbound and outbound lanes at each location. The barrier controls consists of three (3) touch screen control locations as well as three stations in which the police have the capability to deploy the barriers for Emergency Fast Operation (EFO) only. The FBI is seeking a five (5) year (base plus 4 option years) contract with an experienced and qualified vendor to provide quarterly Preventive Maintenance, emergency services and repairs on the Gibraltar barriers. This contract include emergency services and repairs on the physical barriers plus the vehicle barrier control system and electrical and mechanical components as necessary. This equipment is located at the Federal Bureau of Investigation CJIS Division in Clarksburg, WV.

1.3 Objectives

A base plus 4 one year options for preventive maintenance for the vehicle barriers and a repair and service agreement on the barriers and the control system equipment by an experienced and qualified vendor will ensure the barriers function as intended to protect employees, contractors, and visitors at the FBI Campus. Proper maintenance following the manufacturer’s standards and recommendations will ensure the equipment will remain functional to maintain a secure environment at the campus.

2 Requirements/specifications This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

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2.1 Task Descriptions Preventive Maintenance

2.1.1 General Description and Checklist

The FBI CJIS Division is seeking a contract with a base plus 4 option years of quarterly preventive maintenance, repairs, and emergency service for our six Gibraltar G-2000 Wedge Vehicle Barriers and the associated barrier control system. Barriers shall be checked for wear on moving parts, corrosion, misalignment, and debris intrusion. The barriers must be serviced and maintained quarterly to Gibraltar’s standards and recommendations which pertain to the G2000 Electr0-Mechanical Wedge Barriers . The list of tasks from the Gibraltar Maintenance and Inspection Checklist at a minimum must be completed by the maintenance provider during each Preventive Maintenance service visit. The actual form will be provided at the end of this Statement of Work as an addendum.

2.1.2 Supplemental Maintenance-Extreme Condition Component Care

Due to the extreme winter weather conditions the barriers are subject to, Gibraltar has also specified coating the following components with WD-40 Specialist Protective White Lithium Grease (Item #30024) or a similar accepted product. This is in addition to completing the checklist above.

-Actuator Assembly

-Pillow Block Bearings

-2” Round Pins

-Clevis Hanger and Clevis

-Roller Wheels

The vendor shall also inspect and lubricate with the white lithium grease or equivalent product the non-removable pins at the top and bottom of the fingers, roller wheel mounting plates, bearing mount bolts, and actuator mounting pins.

2.1.3 Readiness Requirements for Preventive Maintenance -Supply, Tools, and Equipment Requirements

2.1.3.1 Technicians shall arrive fully equipped to complete the entire scope of work in one mobilization — no return trips for missing items. These items shall be included and furnished by the contractor as part of the cost of the preventive maintenance

• Supplies, Tools, and Equipment o All shop supplies such as grease, cleaners, lubricants, etc.

o Tools, equipment, rental equipment, etc.

• Proper precautions and preparation for site and weather conditions such as canopies, heaters, or lighting.

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2.1.3.2 Stock Parts Requirements –On Service Vehicle or Contractor owned kept on site

The vendor shall keep the following in stock at CJIS or ensure each technician’s service vehicle carries them:

1. Road Plate Bolts o Stainless steel, countersunk hex head, 3/8”-16 x 3”

2. Anti-Seize Compound o For all new bolt installations

3. Actuator Grease (OEM-approved) o Aeroshell 37 o Mobil XHP 461 o Mobilith SCH 220

4. Lubricants (manufacturer-recommended) o WD-40 Protective White Lithium Grease o Any other lubricants specified by the OEM

5. Shop Supplies as needed

2.2 Repairs, Unscheduled Repairs, and Emergency Service

2.2.1 Physical and Mechanical Repairs and Service

Diagnostic & Repair Capability

The vendor shall diagnose, repair, and correct physical and mechanical issues with the integrated wedge barrier system. Potential issues include, but are not limited to:

• Misaligned safety or detection beams

• Gear or lubrication failures

• Worn or broken components

• Physical damage resulting from barrier deployment against a threat

Compliance with OEM & DOD Standards

• All repairs shall be performed In Accordance With (IAW) Original Equipment Manufacturer (OEM) standards and specifications.

• Repairs must preserve the barrier’s DOD K-12 rating (ASTM F2656-07 M50) in its entirety.

• Only OEM components shall be used where available.

• Welding repairs shall follow American Welding Society (AWS) or OEM-specified welding procedures.

Structural & Mechanical Integrity

• Proper structural geometry must be maintained at all times.

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• All torque values and fastener specifications shall match OEM requirements.

• Any deviation from OEM specifications must receive prior written approval from the

Contracting Officer’s Representative (COR).

Surface Protection & Corrosion Prevention

• OEM-specified coatings, paints, and galvanization products shall be used to restore surface protection to factory standard.

• All protective finishes must match OEM performance for corrosion resistance and durability.

Post-Deployment Major Repairs

• In the event of a barrier deployment strike requiring major repairs:

o The Government reserves the right to have the completed repairs inspected by the barrier manufacturer or a third-party qualified authority before the asset is returned to service.

2.2.2 Controls and Electrical Repairs and Service

Barrier Control System:

• Diagnose, repair, and adjust the barrier control system.

• When operating program changes are needed, either:

o Implement modifications directly, or o Coordinate with the original system designer.

• Government retains all program files for the system.

• Remote access is prohibited — all work on the control system must be performed on-site.

Communications Systems:

• troubleshoot and repair all communications infrastructure, including:

• Fiber optic cabling and terminations

• Copper cabling and terminations

• All work performed to current industry installation and testing standards

Operator Interface Devices:

• Service and repair touch screens and push-button console stations to maintain full operator control capability.

Electrical Systems:

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• Diagnose and repair electrical issues from the load side of the disconnects through full integration with the control system, ensuring complete operational functionality of the barrier.

• Perform all electrical repairs in compliance with the National Electrical Code (NEC).

Heat Trace Systems:

• Inspect, evaluate, repair, and function-test heat trace systems installed for:

o Preventing ice build-up on exposed barrier components o Maintaining operational temperature in gearbox and motor housings

• Verify and document seasonal readiness so cold weather does not impair barrier operation.

2.3 Preventive Maintenace Visit and Labor Rates and Response Times for Repairs and Emergency Service

2.3.1 Labor Rates

The contractor shall include in the proposal a complete schedule of technician labor rates, to include:

• Preventive Maintenance Trip ( Quarterly)

• Standard Labor Rate – Applicable to repairs performed during normal business hours

(6AM-6PM) for issues identified during Preventive Maintenance (PM) visits or regular service calls.

• After-hours rate – Applicable to repairs performed outside normal business hours (6PM- 6AM) on weekdays.

• Weekend/holiday rate – Applicable to repairs performed on weekends or Federal holidays.

• Travel time rate – If applicable, list rate for travel time separately from labor rates while performing work.

2.3.2 Availability & Contact Requirements

• The contractor shall maintain a 24 hours per day / 7 days per week / 365 days per year emergency contact telephone number, staffed by a live operator or monitored such that calls are answered without delay.

2.3.3 Response Time Requirements

• Standard service – Contractor shall respond to the Government within 24 hours of receipt of a service call request.

• Emergency service – Contractor shall respond within 8 hours of receipt of an emergency service call.

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For the purposes of this section, “respond” means the physical arrival of a qualified technician at the facility and commencement of troubleshooting or repair.

2.4 Readiness Requirements - Parts and Equipment Availability For Repairs and Emergency Service

2.4.1 Supplier & OEM Partnerships

• Contractor shall maintain active, documented relationships with:

o Original Equipment Manufacturers (OEMs) for all supported systems o Authorized distributors for Commercial Off-the-Shelf (COTS) components

• Relationships must ensure priority access to genuine replacement parts, up-to-date technical bulletins, and manufacturer support.

2.4.2 Rental & Temporary Equipment Resources

• Contractor shall maintain agreements with reputable rental agencies to provide specialized tools or equipment when owned inventory is insufficient or unavailable.

• Rental access must support continuity of service during preventive maintenance visits, emergency repairs, and surge operations.

2.4.3 Scheduled Repairs:

• Technicians must arrive fully equipped with supplies, tools, and equipment to complete the entire scope of work in one mobilization — no return trips for missing items. This includes proper precautions for weather conditions such as canopies and heaters. If contractor arrives on site not prepared for scheduled repairs, the repair will be re-scheduled and the contractor will not be paid for any costs associated with the first failed attempt.

2.4.4 Unscheduled or Emergency Repairs:

Technicians should be prepared to the extent possible with the proper parts, supplies, tools and equipment they believe will be needed for the problem described for the service call. This includes precautions for weather conditions.

The contractor shall ensure that technicians arriving for unscheduled service calls or emergency calls carry, on their service vehicle, a manufacturer-recommended inventory of common spare parts for the service repair requested by the government. At a minimum, this shall include parts with known high-wear or higher-than-average failure rates, such as:

• Fuses

• Relays

• Proximity switches

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• Wheels

• Road plate bolts and washers

• Clevis pins and keepers

• Other small mechanical or electrical components identified by the contractor through prior service history

2.4.5 Standard Replacement Parts

• Parts not stocked on service vehicles but classified as standard parts shall be delivered and installed on site within forty-eight (48) hours of diagnostic confirmation of the fault.

2.4.6 Non-Stock / Custom / Long Lead-Time Components

• For parts that are non-stock, custom-fabricated, or have manufacturer lead times exceeding forty-eight (48) hours, the contractor shall provide the Government with a written delivery schedule no later than forty-eight (48) hours after diagnosis of the fault.

• The delivery schedule shall specify estimated ship date, transit time, and anticipated installation date.

2.4.7 Responsibility & Coordination

• The contractor shall proactively manage supply chain readiness to minimize barrier downtime.

• All part substitutions shall be pre-approved by the Contracting Officer’s Representative

(COR).

2.5 Replacement Parts

2.5.1 Proposal Pricing Structure

• Vendor must include in their proposal a pricing schedule indicating contractor mark-up for:

o OEM parts (Original Equipment Manufacturer) o COTS parts (Commercial Off-the-Shelf)

• This pricing applies to all vendor-supplied parts used during:

o Preventive Maintenance (PM) visits o Scheduled Repairs o Unscheduled or Emergent Service calls and repairs

2.5.2 Government -Supplied Parts

• The FBI maintains a limited stock of replacement parts, based on recommendations from barrier and controls suppliers.

• FBI-provided spare parts used by the contractor will be replenished at the Government’s discretion, using rates established under the contract.

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2.5.3 Parts Availability Standards

• Standard / Stock Replacement Parts o Must be available to the Government within 1 week of diagnostic confirmation.

• Non-Stock / Custom / Long-Lead Components o Must be delivered within 2 weeks, unless otherwise agreed upon with the

Contracting Officer’s Representative (COR

2.5.4 Coordination & Compliance

• Vendor shall proactively manage supply chain readiness to meet delivery timelines.

• Any deviations or substitutions require COR pre-approval.

2.6 Heat Trace Replacement ( Base Year only)

2.6.1 Remove and Replace tubular heaters with Self-Regulating Heat Trace

The contractor shall remove and dispose of all existing tubular heaters currently installed on six

(6) Gibraltar G-2000 wedge barriers and replace them with hazardous-area-rated, self-regulating heat trace systems meeting the following minimum specifications:

• Voltage: 240 VAC

• Output: Minimum 20 W/ft

• Hazardous Area Rating: Suitable for classified locations per applicable NEC/IEC standards

Materials & Installation Requirements The contractor shall provide all materials, equipment, and labor necessary for a complete and operational installation, including but not limited to:

• Termination kits

• Heat transfer compound for optimal thermal conductivity

• Stainless steel clamps

• Stainless steel conduit bodies for all electrical connections

• All associated wiring, fittings, and protective hardware

• Installation to meet NEC standards

Performance Verification & Warranty

• Verify full operational performance of the new heat trace system upon completion

• Provide a written warranty covering both materials and installation for a period of 12 months from date of acceptance

Work Sequencing & Access Restrictions

• Barriers 1 & 2: Work must be performed after 7:00 PM on weekdays, or on a weekend or Federal Holiday

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• Barriers 7–10: Work may be performed during regular working hours, provided that one traffic lane in each direction always remains open

Submittals & Scheduling

• Submit product data sheets for all proposed heat trace, components, and accessories post-award for Government review and approval

• Provide a detailed installation schedule for coordination with site operations

2.7 Position Qualifications

2.7.1 Demonstrated Experience

• The successful maintenance vendor must have documented experience with Gibraltar G-2000 Wedge Barriers.

• Vendors shall provide a minimum of three (3) past performance examples within the last seven (7) years.

o At least two (2) examples must involve Gibraltar barriers.

o At least two (2) examples must demonstrate experience with Allen-Bradley

Programmable Logic Controllers (PLCs).

2.7.2 Technical Competencies.

The vendor shall demonstrate the ability to:

• Troubleshoot, service, and repair vehicle barrier control systems.

• Work with Allen-Bradley PLCs, including diagnostics and program adjustments.

• Service the physical, mechanical, and electrical systems of wedge barriers.

• Troubleshoot and repair communications systems supporting barrier controls, including fiber optics and copper cabling.

• Diagnose and repair electrical issues in compliance with the National Electrical Code

(NEC).

2.7.3 Parts Access & Supply Chain

The vendor must have established access to:

• OEM parts supplied by Gibraltar

• Control system components supplied by Total Automation Group

• Commercial Off-the-Shelf (COTS) parts required for barrier service and repair

2.7.4 Proof of Capability. Vendor and Technicial Qualifications

The vendor shall provide the following with their proposal:

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• Illustrations of capability to perform work on the equipment described in this SOW (e.g., project summaries, case studies, or photos).

• Documentation of completion of factory training from Gibraltar or similar wedge barriers or completion of factory training within 6 months of award.

• Relevant documented training on similar wedge barriers will be considered.

• Resumes of key employees, including on-site technicians, home office staff, and engineering support employees, highlighting:

o Electrical and electronic experience o Controls expertise (including Allen-Bradley PLCs) o Welding and mechanical repair experience o Prior preventive maintenance experience o Relevant certifications and training

• References for work performed at locations where this equipment is in service.

• If independent contractors or subcontractors are used to supplement company technicians, resumes for those individuals shall also be provided to document capability.

• The government reserves the right to refuse technicians deemed unqualified.

3 Place of Performance The primary place of performance will be at FBI and DOJ facilities in the Clarksburg, WV area.

4 Period of Performance The period of performance for this effort will be as follows:

PERIOD BEGIN END

Base Period 3/2/26 3/1/27

Option Period 1 3/2/27 3/1/28

Option Period 2 3/2/28 3/1/29

Option Period 3 3/2/29 3/1/30

Option Period 4 3/2/30 3/1/31

5 Hours of operation

5.1. East Gate – Preventive Maintenance & Normal Repairs

• Four (4) barriers are located at the East Gate.

• Preventive Maintenance (PM) and normal repair work may be performed between 6:00

AM and 6:30 PM.

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• Only one lane may be shut down at a time in each direction during these activities.

5.2. West Gate – Preventive Maintenance & Normal Repairs

• Two (2) barriers are located at the West Gate.

• PM and normal repair work may be performed one barrier at a time between 6:30 PM and

5:30 AM. Normal repairs can also be scheduled during different hours by the COR.

5.3. Weekend and HolidayWork

• Work may be scheduled on weekends or Holidays if advance notice is provided and the FBI has sufficient manpower to support the effort and realizes a benefit performing the work during these times.

5.4. Emergency Repairs

• For emergency repairs, accommodations will be made to allow work on the barriers at any time necessary to restore functionality.

5.5. Coordination & Flexibility

• Any adjustments to the workday schedule or other planned times shall be coordinated in advance with the Contracting Officer’s Representative (COR).

6 Deliverables The Contractor shall provide a completed checklist as well as their company maintenance report for any preventive maintenance or services provided to the Contracting Officer (CO) and the COR. The format will be agreed to by the Contractor and COR at the start of performance, but the contents shall contain the following, at a minimum: Staffing Summary, Hours and Labor performed, Current Management and Administrative problems, and Action items. The contractor shall also provide if they deem necessary a report listing risks, additional recommended service or corrective actions, and any potential problems they notice with the barrier system.

DELIVERABLE TITLE DELIVERABLE DATE METHOD OF

DELIVERY

Checklist for each barrier One week after PM Email Contractor internal maintenance report

One week after PM or service

Email

Risks, potential problems 48 hrs. after discovery Email Certification of Readiness 8 hours after Repair of a

Barrier Strike Email

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7 Government Furnished Information, Facilities, and Site Conditions

Technical Information & Software

• The Government will provide known technical information requested by the Contractor in a timely manner.

• The Government possesses the barrier control program software and will make it available as required for performance.

Storage for Contractor Resources

• The Government will provide limited on-site storage for Contractor supplies and equipment.

• The Contractor is responsible for maintaining the security and condition of any items stored.

Work Environment

• Contractor shall perform work in typical outdoor conditions, including operations in and around moving vehicular traffic.

• Electrical power is available at each barrier installation site

• Some work could be inside for touch screens, switches, and consoles

Traffic Safety & Control

• The Contractor shall furnish their own traffic cones, barriers, and safety equipment needed to work safely around vehicle traffic.

• The Government will provide limited traffic control assistance when necessary to support safe operations.

8 Safety Requirements

8.1 Safety and Environmental Regulations:

8.1.1 Safety Compliance

The Contractor shall:

• Comply with all applicable federal Occupational Safety and Health Administration (OSHA), state, and local safety and health regulations, as well as all FBI policies.

• Provide documentation of their safety programs upon request by the Contracting Officer (CO) or Contracting Officer’s Representative (COR).

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• Protect CJIS employees who may be working or walking in areas where work is performed. Protection measures may include, but are not limited to:

o Barricades o Warning signs o Other means to inform or redirect employees away from hazards

• Follow CJIS Division-mandated Lock-Out/Tag-Out procedures for de-energizing equipment while on the CJIS Campus.

• Provide all necessary Personal Protective Equipment (PPE), monitoring devices, and specialty equipment required to perform work safely on FBI CJIS property. This includes equipment mandated by OSHA or required by CJIS Occupational and Safety Specialists.

• Acknowledge that all work is subject to inspection at any time by FBI Safety Staff while on site at the CJIS Division.

8.1.2 Environmental Compliance

The Contractor shall:

• Comply with all applicable federal, state, and local environmental regulations, including:

o Environmental Protection Agency (EPA) requirements o West Virginia Department of Environmental Protection (WVDEP) regulations and procedures

• Provide information pertaining to environmental compliance upon request by the CO or

COR.

• Take all reasonable measures to minimize environmental impact from work procedures and chemicals used on CJIS property.

• Be responsible for cleaning up any spills and properly disposing of hazardous materials in accordance with applicable regulations.

• Determine the need for, and provide, any personal protective items required for the safe and environmentally compliant performance of work.

9 Security Requirements

9.1 Clearance Requirement for Personnel Access:

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures. Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures. At minimum, individuals working on the contract will be subject to a Limited Access Request (LAR) background investigation.

The FBI's CJIS Division requires that access approval and/or security clearance be granted by the FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have access to: National Security Information; Sensitive but Unclassified (SBU) information;

FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top Secret or Secret) and access level (escorted or unescorted) required are made by

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Contractors should be advised that:

Decisions concerning granting of access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual or any costs incurred by the contractor as a result of such denial.

The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences or other matter of concern to the FBI in deciding whether to grant access to its information, facilities, or property.

Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns. Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictates that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

When authorized for site access, contractors shall report the following information to the CJIS Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status; change in status of room/house mates; employment outside of the contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations (more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an FBI escort, knowledgeable in the tasking area, in situations where contracted

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The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities. The contractor agrees to immediately remove that individual from the FBI facility in such circumstances.

Access to national security information will be granted only to employees who are United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security.

In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security. This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives.

Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of the national security.

At the discretion of the FBI COTR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

The FBI will maintain a listing of contract employees who have been authorized access/clearance. The contractor must provide personnel from this list to perform the requested services.

Site Access Identification Requirements compliant with READ ID Act

• Beginning 05/07/2025, the FBI CJIS Division in Clarksburg, WV will require 1 of the below forms of identification to be able to have site access.

• Driver’s License or State Photo Identity Cards (issued by DMV) o If you are not sure if your ID complies with the Real ID, please check with your state department of motor vehicles

• State Issued Enhanced Driver’s License

• U.S. Passport

• U.S. Passport CARD

• DHS Trusted Traveler Cards (Global Entry, NEXUS, SENTRI, FAST)

• U.S. Department of Defense ID, including IDs issued to dependents

• Permanent Resident Card

• Border Crossing Card

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• Federally Recognized Tribal Nation / Indian Tribe (including Enhanced Tribal Cards – ETCs)

• HSPD – 12 PIV Card

• Foreign Government-Issued Passport

• Canadian Provincial Driver’s License or Indian and Northern Affairs Canada Card

• Transportation Worker Identification Credential

• U.S. Citizenship and Immigration Services Employment Authorization Card (I-766)

• U.S. Merchant Mariner Credential

• Veteran Health Identification Card (VHIC)

Access to national security information:

Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non-FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the Contracting Officer's Technical Representative (COTR) the following properly executed forms. Forms shall be submitted sixty (60) days prior to beginning the stated contract tasks. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no returning site visits and requiring no system access:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

If possible, this paperwork should be provided to the CJIS Security Access Office by 12:00 p.m. on the day prior to the site visit.

Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

(3) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

More than ninety (90) days access, unescorted access and/or system access:

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(1) CJIS Security Access Office Interoffice Memorandum "Cover Sheet/Preliminary Check for Access" or FD-316 "Building Access Form"

(2) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the CJIS WV Facility only one (1) FD-258 is necessary)

(3) SF-86 "Questionnaire for Sensitive Positions" (Note: An FD-484 is not used in conjunction with an SF-86)

Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer Security Awareness and Policy Briefing, and must execute the following:

(1) FD-868 "Nondisclosure Agreement" and/or an SF-312 "Classified Information Nondisclosure Agreement"

(2) FD-889 "Notice of Responsibility and Computer Security Awareness Certification"

The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

Test software used on any FBI IT system shall not be removed from FBI control.

Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

Under no circumstances will personally-owned or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to, or have processed data on an FBI IT system. The

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FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a vendor/contractor.

Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

To the extent possible, information shall be stored on FBI-owned storage media.

Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel. Exceptions can only be negotiated with, and granted by, the FBI Security Division, and are to be obtained in consultation with the CJIS Contract Administration Office (CAO), Information Technology Security Program (ITSP).

All connections to non-FBI networks will be approved on a case-by-case basis by the FBI Security Division and is to be obtained in consultation with the CJIS, CAO, ITSP. As part of this approval process, supporting documentation must be acquired.

The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be also be approved on a case-by-case basis by the FBI Security Division in consultation with the CJIS, CAO, ITSP.

All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to: all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc.

All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and

Version 1.0 Page 20 procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer Fraud and Abuse Act, National Security Act, or appropriate espionage statutes).

Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE)

The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor for any reason.

The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements.

The frequency, scope, duration, and method for the audits shall be determined by the FBI.

The contractor will provide the FBI with original copies of all delivery documents (i.e., vendor packing slips) for GFE, including software, delivered directly from the vendor to a contractor site.

The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

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(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

The contractor will provide written notification, at least twenty four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

Access to Federal Bureau of Investigation (FBI) Locations

Performance under this contract may require access to FBI locations to provide some service, product, or perform some other official function of interest to the FBI. Requirements, as identified below, to include approval by the FBI's Security Division, must be satisfied prior to access.

Contractors who will require escorted access, to include short-term, intermittent, or infrequent access, to an FBI facility must complete an "Access of Non-FBI Personnel to FBI Facilities, Background Data Information Form," (FD 816), a "Privacy Act of 1974 Acknowledgment Form" (FD 484) and two Fingerprint Cards (FD 258). Completed forms should be provided to the assigned Contracting Officer's Technical Representative (COTR) at least 10 days prior to required access.

Individuals requiring unescorted access to an FBI facility must complete the Standard Form 86 (SF-86), Questionnaire for National Security Positions, using the Office of Personnel Management’s Electronic Questionnaires for Investigations Processing (e-QIP) and provide two Fingerprint Cards (FD 258). e-QIP is a secure website that can be accessed from any computer system which has an Internet connection. Only the signed release forms and FD 258 will need to be mailed to the identified Chief Security Officer, the SF-86 itself will be transmitted to the FBI electronically.

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To complete the SF-86 using e-QIP, the individual requiring unescorted access to the FBI facility must contact (insert Chief Security Officer, Division, and telephone number) in order to be initiated into e-QIP. Once this action has been accomplished, the individual should be able to access e-QIP at the following link in order to initiate and complete the electronic process:

http://www.opm.gov/e-qip/browser-check.asp.

Thoroughly read and follow the instructions for completing the SF-86. NOTE: To fully address suitability/security issues, the FBI requires individuals to provide responses to questions on the SF-86 for the last ten years. Failure to complete the application as instructed may lead to significant delays in processing the required investigation and approval for unescorted access.

Upon logging onto e-QIP, there will be a prompt to answer three “Golden” security questions to establish the user account. After completing the electronic SF-86, please print and sign the (1) Certification Form (CER) - Certify Completeness and Accuracy of your Investigation Request;

(2) Medical Release Form (MEL) - Authorization for Release of Medical Information; and (3) Release Form (REL) - Authorization for Release of Information. In addition to these SF 86 release forms, the completion of a Non-Personnel Consent to Release Information (FD-979a), the United States Department of Justice Disclosure and Authorization Pertaining to Consumer Reports (DOJ 555) are required. Annotation of the assigned e-QIP Investigation Request Number on the upper right corner of each document transmitted to the identified Chief Security Officer is required for coordination with the electronic transmission and to facilitate the investigative process. The e-QIP Investigation Request Number, automatically generated by e- QIP, is located on both the header and footer of the signature forms. These release forms (five total) and FD 258 should be mailed via Federal Express or UPS Express mail directly to the following address: (insert name and address of Chief Security Officer). The use of regular U.S.

mail channels may cause significant delays in processing the unescorted access request.

Upon completion of processing the facility access request, the individual will be required to execute a non-disclosure agreement suitable for their approved access.

Consent for Warrantless Searches of Department of Justice Workplaces

All cleared personnel accessing information within FBI controlled space are required to execute an FBI Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces as a condition of working at FBI facilities. The FBI's Director implemented the Attorney General's policy subjecting employees to warrantless physical searches of their offices or immediate workplaces within DOJ premises when authorized by the Attorney General (AG) or the Deputy Attorney General (DAG) based upon a determination that information the Department deems credible indicates that the employee:

1) is, or may be, disclosing classified information in an unauthorized manner;

http://www.opm.gov/e-qip/browser-check.asp

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2) has incurred excessive indebtedness or has acquired a level of affluence that cannot be reasonably explained by other information;

3) had the capability and opportunity to disclose classified information that is believed to have been lost or compromised to a foreign power or an agent of a foreign power; or

4) has repeatedly or significantly mishandled or improperly stored classified information.

The search may extend to the entire office or workplace and anything within it that might hold classified information, including locked containers (such as briefcases) and electronic storage media (such as computer disk and handheld computers), whether owned by the government, by the employee, or by a third party. The search may be conducted by appropriate FBI personnel and/or law enforcement officers, on an announced or unannounced basis, during the workday or after hours. If discovered during a search, evidence of misconduct - whether related to storage or classified information, storage of sensitive but unclassified information, or a crime - will be collected and reported to appropriate authorities.

Contractor personnel who will meet the above criteria will be required to sign Form FD 1001 Consent for Warrantless Searches of Department of Justice (DOJ) Workplaces (attached) upon award and forward the executed form(s) to the assigned Contracting Officer's Technical Representative designated in Section G of the solicitation if this is a formal solicitation or listed below. All forms will be retained by the FBI during the period the individual is providing services and two years after that individual's departure before final disposition is taken.

Security Requirements Applicable to Contractor Personnel with Access to FBI Locations, Protected Information and/or Information Systems

Contractor personnel security reporting requirements are applicable to all individuals to be assigned to FBI locations, those who require access to protected information and/or information systems, to include those identified as "Key Personnel", if specified in the contract. The contractor shall plan for expected attrition through advanced preparation and submission of required information.

Award of this contract is anticipated to result in assignment of contractor personnel to FBI controlled or occupied space, access to protected information and/or information systems.

“Protected information” includes classified information, Foreign Intelligence Surveillance Act information, Sensitive but Unclassified information, including Law Enforcement Sensitive, personally identifiable information, business proprietary information, and any other information that is non-public and/or protected from disclosure by law or policy. Security and ethical

Version 1.0 Page 24 conduct requirements, specific to the contract, to include a copy of the "Contractor & FBI Employees Ethics Standards Fact sheet" are provided.

Any questions that the contractor or contractor personnel may have on the applicability of these requirements shall be addressed to the Contracting Officer's Security Representative or name of CSO, at (telephone number). As such, all contractor personnel assigned to perform on this contract must be briefed by the contractor on the provided FBI policies and procedures, as identified in the contract, regarding ethical conduct and security requirements. A list of assigned Contractor personnel and verification of their briefing, shall be provided to the cognizant contractor security officer for subsequent transmittal to the proper FBI Security Officer assigned oversight of this contract. This list must be provided no later than seven (7) days in advance of initial performance for those contractor personnel whose performance will require assignment to an FBI location. Failure to provide the required verification of briefing will result in a delay of the individual's access to the facility. Additionally, within 15 days from assignment to FBI space, the employee must attend an FBI Security Awareness Briefing, which will further address FBI policies and procedures, as identified by FBI Policy. This training is currently satisfied through the contractor employee's attendance at the Security Division's Career Services Management Unit's quarterly contractor's training offered at FBI, 935 Pennsylvania Avenue, NW, Washington, DC and other identified geographical locations. The assigned FBI CSO will contact the employee with the date and time of their scheduled briefing. Failure to attend this briefing or make arrangements to attend a subsequent briefing will result in immediate removal of the employee from FBI space.