Attachment C-Guidelines for Contractors and A-E firms.pdf

Facilities Engineering, OFPM/ Design and Construction Division

GUIDELINES FOR OFPM CONTRACTORS

AND

A/E FIRMS

PERFORMING SITE INVESTIGATIONS

AND

FIELDWORK (including construction)

AT THE

NATIONAL INSTITUTE OF STANDARDS AND

TECHNOLOGY

GAITHERSBURG, MD

Revised date: March 11, 2024

Attachment C

TABLE OF CONTENTS

Title Page

1. Emergencies

2. Safety Equipment

3. Investigation Equipment

4. Mechanical/Electrical Rooms

5. Confined Space Entry

6. Utility Outages, Road Blockages

7. Hazards

8. Corridors

9. Operating Equipment

10. Fire Protection

11. Internal Combustion Equipment

12. Asbestos

13. Safety and Health Compliance

14. Work Safety

15. Site Access and Working Hours

16. Excavation and Trenching Activities

17. Environmental Management

18. Scrap Building Materials Disposal

19. Electrical Safety

20. Daily Reports

21. Adverse Weather

22. Grass within Contractor Area

23. Building 101 Restricted Activities

24. Exterior Construction Sites and Storage

25. Restoration of Exterior Construction Site

26. Tours of Construction Site

27. Ground Penetrating Radar in Existing Structures

28. As-Built and/or Red Line Drawings

29. Operations and Maintenance Equipment Manuals ……………………………………….12

30. Roof Access ……………………………………………………….………………………………..………. 13

31. Security Badges

32. Designer – Historical Requirements

33. Temporary Exterior Power

34. Security Plan 17

35. FAR Clause 48 CFR 1352.237-71 Security Processing Requirements –

Low Risk Contracts (APR 2010) 18

Note: All days are calendar days.

1. Emergencies:

In case of emergency, call x2222 from a campus phone. State your name, building location, room number, and a description of the emergency. The NIST Fire Protection Group provides fire and ambulance service on site. If a phone other than NIST (975 exchange) is used, "911" should be used for emergency calls. The contractor shall state that he/she is located at NIST and give the details as described above. Contractors should become familiar with the NIST Gaithersburg Occupant Emergency Plan, issued April 2022.

2. Safety Equipment:

Personal Protective Equipment (PPE) such as head, eye, foot, respiratory, and ear protection shall be worn in identified areas. Hard hats, for example, shall be worn in mechanical rooms. Contractors and A/E firms to provide necessary PPE of the approved type to protect themselves against exposures encountered. NIST provided dosimeters (radiation exposure measurement) may be required to be worn when working in or around specific sections of Building 235 and Building 245.

Unique safety awareness training is mandatory for working in Buildings 235 and 245.

Contractor shall plan on 4 hours of training for each employee to complete this training.

3. Investigation Equipment:

Site investigations and field work may require the use of a stepladder and/or other investigative equipment (measuring tapes, flashlights, screwdrivers, etc.). Contractors and A/E firms shall provide their own stepladders and/or investigative equipment. The stepladders shall be Type I (industrial) or Type II (commercial).

4. Mechanical/Electrical Rooms:

Obtain authorization from the Contracting Officer’s Representative (COR) prior to working in electrical and/or mechanical rooms. Lock rooms after use. For work in spaces over 600 volts, personnel need to be considered electricians. Contractor shall provide written evidence that the personnel are qualified to be around dead front equipment over 600V. Do not operate any valves, switches, or breakers without prior approval from the COR. Provide 5 days’ notice.

5. Confined Space Entry:

If a contractor or A/E must enter a confined space on the NIST site, they shall follow the applicable provisions of the OSHA Permit-Required Confined Space Regulation

(29CFR1910.146). The contractor or A/E shall be responsible for implementing and documenting an entry permit system as necessary, giving full consideration to personnel training, atmospheric testing, ventilation, PPE, and emergency procedures and equipment. Should the contractor or A/E have questions regarding any confined space to be entered on the NIST site, they are to contact the COR. Copies of the contractor entry permit system shall be submitted to the COR for approval in advance.

6. Utility Outages, Road Blockages:

Do not close or partially block any roads or cause utility outages (electrical, steam, chilled water, domestic water, compressed air, natural gas, sanitary sewer, telephone, fire alarm, signal systems, etc.) without prior authorization from the COR. Provide a minimum of 21 days’ written notice for all utility systems outages. Complete building outages require 50 days written notice. Outages to more than one building require written 190 days’ notice. All outages and road closures shall be on Saturdays unless noted otherwise within the specifications or statement of work.

Site Coordination Procedures:

All construction or investigation activities that require closure of sidewalks, roads, or other transportation ways, require the contractor to submit a request for closure 21 written days in advance.

7. Hazards:

Storing, positioning, and use of equipment, tools, and materials, in a manner likely to present a hazard to the public or building occupants by its accidental shifting, ignition, or other hazardous qualities is prohibited.

8. Corridors:

No corridor, aisle, stairway, door, or exit shall be obstructed or used in such a manner as to encroach upon routes of ingress or egress utilized by the public or building occupants, or to present unsafe or unhealthy conditions to the public or building occupants.

9. Operating Equipment:

Do not turn off, on, or adjust any NIST operating equipment without prior authorization from the COR. Work carefully around rotating equipment. Loosely fitting clothing (neck ties, dangling jewelry, etc.) shall not be worn when working near rotating equipment.

Long hair shall be secured. Some equipment may start automatically. (Note: It may become necessary to implement appropriate lock-out, tag-out procedures to control hazardous energy sources to ensure that personnel do not activate equipment during investigation, servicing, or maintenance.) Provisions of NFPA 70E shall be followed when an arc flash hazard exists.

10. Fire Protection:

The Contractor or A/E shall comply with all applicable fire protection/prevention requirements of the National Fire Protection Association (NFPA) and the NIST Fire Protection Group. Should any operations capable of providing a source of ignition (for example welding, cutting, burning, or heating) be performed within or adjacent to NIST buildings/structures/equipment, a hot work permit must be obtained from the NIST Fire Protection Group (301-975-6190) prior to such work. Covering of room smoke, heat, or other NFPA 72 defined initiating devices or notification devices is only allowed with advance written approval from the COR. Hot work permits are not issued before 7:30

AM.

11. Internal Combustion Equipment:

Such equipment will not be allowed within any building without prior written approval from the COR. Gasoline or diesel powered equipment (such as fork lifts, loaders, tractors, cutting saws, etc.) will not be authorized for use within any building in any circumstance.

12. Asbestos:

Some ductwork and piping may be insulated with asbestos containing materials (ACM).

Contact the OFPM/Facility Maintenance Division, FMD, Safety Representative (301-975- 6958) prior to disturbing suspected ACM. ACM may also be present in floor tile, bench tops, and/or plaster ceilings.

1) If more than three (3) ceiling tiles must be removed at one time in a single location, the FMD, Safety Representative must be notified beforehand so he can review the task to be performed and ensure all safety requirements are adhered to. Contractors shall provide 7 days’ written notice.

2) Whenever a ceiling tile of any kind is removed, it must be removed slowly and as level as possible. Workers need to check as soon as they can see on top of the tile if there is any debris laying on top, such as a piece of pipe insulation or other bldg materials in general. If there is debris, the worker should re-install the tile and notify his supervisor and COR so the proper measure can be taken to remove whatever debris is found.

3) All contractors at a minimum must wear the following Personnel Protective Equipment while working on/in/above the ceiling and/or removing ceiling tiles:

* Safety glasses with side shields or goggles

* Leather gloves or the Mechanics Red Gloves

4) It is strictly prohibited to perform any type of "aggressive activity" that could break the encapsulate seal or agitate the air above the hallway or concourse ceilings. Examples of "aggressive activity" include - dragging conduit or pipes over ceiling tiles; hammer drilling into the columns; removing numerous ceiling tiles at one time; striking against pipes or pipe insulation; dropping items on top of ceiling tiles; and numerous workers above the ceiling at one time performing various tasks.

13. Safety and Health Compliance:

Contractors and A/E firms shall adhere to all applicable OSHA, NFPA, NEC and NIST safety and occupational health regulations while on site. Federal OSHA (Baltimore area office) has safety jurisdiction at federal facilities in the State of Maryland.

If any chemicals, hazardous materials, equipment or materials are found in a lab or other contract space, the contractor shall notify the COR so arrangement can be made to have the items removed. Work shall not continue until the items have been cleared by others; Contractors are not to move any chemicals, materials or equipment in any lab.

Contractors are required to submit health and safety plans within 15 days of solicitation award. Health and safety plans are to be specific to the solicitation requirements.

Safety plans shall be contract specific and follow activity hazard analysis (AHA) format.

All roof construction shall be in accordance with U.S. Army Corps USACE EM-385-1-1 “Safety and Health Requirements Manual“ (current edition).

14. Work Safety:

The contractor shall take all necessary precautions to prevent injury to personnel, the public, building occupants, and damage to property of others. If unsafe work practices are observed, unsafe work may be stopped by the COR until corrections are made.

15. Site Access and Working Hours:

NIST is a Federal facility and access is controlled at all entrances to the campus. Only Government employees may grant access to non-Government employees.

Vehicles Access:

Automobiles: Contractor personnel arriving in cars on their first day must check in at the visitor center to receive a temporary badge prior to proceeding to the project site to obtain permanent badge. Hours of operation of the visitor center are 0600-1700. Once in possession of a valid NIST badge, workers may enter via the Main Gate “A” or Gate

“C” and proceed to the project site. Note that all automobiles are subject to a random inspection.

Trucks: All Trucks are to enter NIST via Gate C along Quince Orchard Rd. between 6:00 am and 3:30 pm daily, and at the Main Gate A off of W. Diamond Ave. between 3:30 pm and 4:30 pm. No deliveries will be allowed after 4:30 pm. “Trucks” include such vehicles as pick-ups with storage compartments, delivery trucks, delivery vans, and tractor trailers. Trucks arriving through Gate C will be directed to the Building 301 Truck Inspection Station. At Building 301, trucks will be registered, inspected, and the drivers will be granted access. Any truck which exits the installation will have to be re-inspected upon re-entry at Building 301. A vehicle dashboard placard will be placed within the truck. Placards change daily.

NIST Truck Inspection Stations hours are:

6:00am -3:30pm at Building 301 3:30 pm – 4:30pm at Gate A – (Main gate)

Parking: Loading docks are for loading and unloading equipment and materials. Do not park at or near loading docks or the space between buildings. All Contractors’ vehicles and personal vehicles are to use the building parking lots or parking lots designated by the COR for construction contractors.

Speeding: NIST speed limit is posted on the campus. If a speeding ticket is issued, the offender may be required to appear in Federal Court.

Responsibility: When deliveries are made, the Contractor is responsible for providing information and directions to the driver to proceed to the work area and for unloading.

NIST will not be responsible for delivering contractor materials to the project site or for unloading materials.

Hours of Operation: NIST opens at 6:00 am (sharp) until 6: 00 pm for Contractors who do not have 24-hour access privileges.

Normal work hours as defined in the contract are 7:30 AM to 5:30 PM.

All work over 80 dBA measured at 15 feet shall occur after normal work hours.

Contractor shall have a meter on hand to measure dBA.

Painting Hours: All painting shall be per the SOW and/or specifications. If not stated, all painting shall be done from 5:30 PM to 11:00 PM Monday to Friday. Painting on weekends from 6 AM to 4 PM shall be scheduled through the COR, with at least ten days’ written notice.

16. Excavation and Trenching Activities:

Excavation and trenching activities are not permitted without prior written authorization from the COR. Contractor is responsible for locating and identifying all utilities via contract personnel with utility locating devices. Contractor shall turn over a utility marking report plotted on the appropriate construction drawings to the COR within 7 days. Written authorization will be via NIST Form 897.

17. Environmental Management:

NIST will conduct its operations in an environmentally sound manner. NIST’s Environmental Management System (EMS) has been established based on the requirements of the International Organization of Standards (ISO14001). All firms contracted by NIST shall review and be familiar with the NIST Environmental Policy and significant aspects of the NIST EMS, which may be accessed at http://www.nist.gov/public_affairs/envpolicy.cfm

All contractors who provide products and services to NIST shall comply with all applicable environmental regulations, conduct their work using environmentally sound practices, and assess options that will result in the least environmental impacts. The Maryland Department of Environment (MDE) will inspect and enforce sediment control and storm water management regulations and practices for projects at NIST.

18. Scrap Building Materials Disposal

In order to reduce disposal volumes of clean scrap wood-based building materials taken to the landfill dump, segregate such materials and dispose of the materials and dispose of the materials using one or a combination of the following methods.:

Arrange for recycling of materials or provide to companies that receive wood for disposal in biomass to energy facilities.

It is NIST Policy to recycle construction demolition materials and debris to the greatest extent practicable. NIST’s requirement is recycling 50% of construction demolition materials and debris.

Contractor shall store recyclable waste in separate clearly marked containers.

Recyclable items include wood, glass, aluminum, steel, gypsum, paper, cardboard, and plastics.

http://www.nist.gov/public_affairs/envpolicy.cfm

19. Electrical Safety:

All contractors shall comply with current edition of NFPA 70E “Standard for Electrical Safety in the Workplace.” If the Contractor selects to work on energized equipment, the Contractor shall have a documented permit system for working on energized electrical equipment.

20. Daily Reports

The Contractor shall provide to the COR a daily report of all major activities, personnel on site (includes all subcontractors), major deliveries, and major tools and equipment on site.

The Contractor shall inform the COR in writing ten days in advance when painting, new carpet installation, glue applications, using a cleaning solvent, large amount of grinding or core drilling is planned.

21. Adverse Weather

To request an adverse weather time extension, the weather experienced at the project site during the contract period must be found to be unusually severe, that is, more severe than the adverse weather anticipated for the project location during any given month. The written request must be made no more than 30 days after the event.

The unusually severe weather must actually cause a delay to the completion of the project. The delay must be beyond the control and without the fault or negligence of the contractor.

The following schedule of monthly anticipated adverse weather delays is based on National Oceanic and Atmospheric Administration (NOAA) at Ronald Reagan Airport and will constitute the base line for monthly weather time evaluations. The contractor's progress schedule must reflect these anticipated adverse weather delays in all weather dependent activities.

MONTHLY ANTICIPATED ADVERSE WEATHER DELAY

WORK DAYS BASED ON (5) DAY WORK WEEK

Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

8 6 8 6 8 7 7 6 6 6 6 7

For roofing projects, contractors will be permitted to work on Saturdays (if the contractor elects to do so) providing they provide the COR five days’ written notice.

Rain on Saturdays and Sundays are not factored into adverse weather delays for any contract, unless that contract explicitly required all work to be completed on Saturdays and/or Sundays.

22. Grass within Contractor Area

Grass within the contractor’s area of control (i.e. – lay down area, construction site, etc.)

shall be maintained to a height of no more than 18 inches.

23. Building 101 Restricted Activities

For two days (total of four (4)) in the months of October and April, the contractor will be prevented from completing any work in the courtyards, streets, sidewalks in and around Building 101. In addition, service/construction or other related activities will be prevented from occurring. The COR will provide the contractor two days’ written notice of the implementation of this restriction.

24. Exterior Sites and Storage

The contract documents shall depict all exterior temporary fence with screening requirements. If contract document does not provide details, the contractor shall follow the requirements detailed in this paragraph for a temporary fence with screening.

Exterior sites and storage areas shall have woven galvanized steel fabric fencing with posts. Fencing shall surround the entire site(s) the contractor is working within. Fencing shall be at a minimum 6 (six) feet tall with opaque fence slats. Slat color shall be dark green/forest green. Fencing sections shall be bound together to withstand the necessary wind forces. Posts shall be suitable for screening and for the designed application (setting in concrete footings, driving into ground, anchoring with adequate base plates, inserting in precast concrete blocks, etc.). Provide a minimum of 3 ft spacing around fire hydrants and/or Fire Department hose connections. Provide a minimum 12-foot gate for emergency vehicle access. Gate shall be lockable and meet the same requirements as the static fence.

Exterior storage next to the project site is not guaranteed. A written request shall be submitted to the COR at least 21 days in advance of the contractor’s anticipated date to erect the fence. The written request shall include exact location of fencing, enclosures and storage locations/facilities clearly shown on (aerial) site plans with identified surrounding roadways, sidewalks, hydrants, etc. A campus key plan as well as a more detailed site plan may be necessary for review and advance approval by COR and others at NIST. COR approval will be via NIST site coordination (internal) permit process.

Temporary fencing shall comply with ASTM F3342 (Current Edition) Temporary Fence Applications for Construction Sites. As a delegated design, the contractor shall provide the site plan with a fence and screen layout and installation plan for review. Plan shall be verified and stamped by a professional engineer. Provide calculations to demonstrate the wind loading for the fence and screen.

At the conclusion of the contract, the contractor shall remove the fence and restore the site to its original condition. Reference paragraph #16 on excavations and trenching requirements.

25. Restoration of Exterior Construction Site

The contractor shall restore the entire construction site(s) at the completion of all contract work. This shall include removing all debris and stones of 2 inches or from the subsoil to a depth of 8 inches regardless of the condition the site was turned over to the contractor. Seeding shall be completed by the contractor once all debris and noted stones are removed from the topsoil.

Contractor shall follow the contract or SOW requirements for seeding. If none exist, the contractor must follow the following:

Hydroseed mulch and/or straw mulch must be used stabilize seeded areas and protect from erosion. Straw mulch must be tacked in place with a tacking agent. Erosion control blankets must be used on slopes and secured with sod staples to prevent erosion when establishing turf areas with seed.

Contractor is responsible for all measures to ensure grass seed germination and establishment. Seeding must done to establish medium to high maintenance lawn areas. Seeding must only be used to establish lawn areas between the following dates.

Maryland Department of Environment, MDE, calendar for seeding in Maryland. Central

MD:

• March 1 to May 15,

• August 15 to October 15.

Outside of these dates Certified Tall fescue sod must be used to establish medium to high maintenance turf areas. Sod installed on slops will be secured using sod staples to prevent sod from sliding and to prevent erosion. If sod is used to establish turf areas contractor shall be responsible for watering and mowing for a three-month period time.

Grass seed blends and grass used in sod.

80% to 90% Tall Fescue improved verities (no K-31 tall fescue seed) 5% to 10% Kentucky Bluegrass 5% to 10% Perennial Ryegrass (optional)

No annual Rye grass seed shall be used in any grass seed mix unless being used as a temporary stabilization for erosion control.

Seeding rate to establish turf must be 6lbs to 8lbs per 1000sqft, or 261lbs to 348lbs per acre. Overseeding rate for existing turf is 3lbs to 5lbs per 1000sqft.

26. Tours of Construction Site

Any tours or presentations related to a contract by the contractor shall be submitted in writing at a minimum of 30 days in advance to the COR. The contractor shall provide the following information for review:

a) Purpose of the Tour/Presentation

b) Time of the Tour/Presentation

c) Number of attendees

d) Names of each attendee

e) Name of each attendee’s employer

f) Address of each attendee’s employer

g) Indicate if US Citizen, US Permanent Resident Alien, or foreign national

27. Ground Penetrating Radar in Existing Structures

Prior to core boring, drilling, or otherwise penetrating existing floors or walls within facilities, the contractor shall clear the area with ground penetrating radar. The COR shall observe the test report and/or the identification prior to penetrating the floor, wall, or proposed penetration location.

28. As-Builts and/or Red Line Drawings

Contract specified as-builts and/or red line drawings shall be provided in the following form:

• hard copies on Arch D (24”x36”) format, electronic copies on CD disk/USB drive (adobe PDF, AutoCAD).

29. Operation and Maintenance Equipment Manuals

Contract operation and maintenance equipment manuals must be provided in the following form:

• hard copies in bound or spiral binders. Any drawings supplied in the binders shall not be larger than 11” x 17” and shall be folded to fit inside the binders.

• electronic copies on CD disk/USB drive (adobe PDF).

30. Roof Access

Roof access permits must be obtained in order to access any roof on a NIST campus, for work or investigation purposes. Request roof access permits from the COR ten (10) days in writing before roof access is required.

• Requires Fall Protection training documentation.

• Shall require the completion of a Health and Safety Plan if work is to be performed on the roof.

• May require lock out and tag out of hazardous energy to include chemicals from fume hoods

31. Security Badges

United States Department of Commerce Office of Security issues badges for contractor access to NIST.

All foreign nationals shall comply with United States Department of Commerce DAO 2017-12 - http://www.osec.doc.gov/opog/dmp/daos/dao207_12.html

For US Citizens and Resident Aliens, the following badging applies:

The paper Badge (Visitor Paper Pass) is for access to construction/service areas on a limited basis. A Paper Badge is only available for ten campus visits in a 365-day period beginning with the initial date of registration and is only renewable via a pre-approved exception. There are limited circumstances where service providers with only periodic access requirements receive a Paper Badge for up to one year.

Note: Each year, a person may be issued a paper badge for contract and non-contract related visits. Each daily visit counts as one of the ten days. Please notify your respective COR if you have been issued Paper Pass for another activity within the last 365 days.

Approval of paper badges for construction/service areas must meet one of the following criteria:

• Visiting NIST to complete the badging process, including badge issuance.

• Limited access to NIST Public Spaces or exterior construction.

• Limited access to work in areas partitioned or fully separated from occupied areas, with isolated entrances and exits for construction and maintenance contractors.

• Limited visits by delivery drivers (material, equipment, concrete, etc.).

Contract personnel with a Paper Badge must be escorted in secure areas by a properly trained person with a proper security badge.

http://www.osec.doc.gov/opog/dmp/daos/dao207_12.html

The Yellow Badge is for access to construction/service areas on a limited basis. A Yellow Badge is only available for up to 180 campus visits in a 24 month – they are not renewable within the 24-month period. Limited exceptions may be available with pre-approval.

A Yellow Badge (Limited Access Pass) for construction/service areas must meet one of the following criteria:

• Access to NIST Public Space.

• Exterior construction only (beyond 15 feet from buildings) with no requirement to enter Department of Commerce/NIST facilities.

• Limited access to work in areas partitioned or fully separated from occupied areas, with isolated entrances and exits for construction and maintenance contractors.

Contract personnel with a Yellow Badge must be escorted in secure areas by a properly trained person with a proper security badge.

If a contract employee surpasses 180 days of access within 24 months, they will be denied campus entry or badge renewal until the next 24-month period. If an extension to the Yellow Badge is required beyond the 180-day requirement, the contract personnel shall initiate the Green badge process.

A Green Badge (Site Access Card) provides all construction/service areas access with two exceptions: Buildings 235 and 245 require additional screening/badging. On occasion, a Personal Identification (PIV) Card may be issued in lieu of a Green Badge. Green Badges have two categories: less than 180 days and greater than 180 days. The difference is the two durations is the background investigation required to obtain the identified badge.

• The Green Badge is the preferred badge for all NIST construction personnel.

o The Green Badge is renewable. If approved for less than 180 calendar days and an extension exceeding 180 days is required, a new background investigation will be necessary and may delay the extension request.

• The Green Badge process is divided into distinctive background check requirements once the COR receives the COMPLETED form.

o A Green Badge application for less than 180 calendar days is subject to a Special Agency Check (SAC) background investigation.

▪ This badge type should be used sparingly. If a time extension is necessary exceeding the 180-day threshold, a new badge application will be required for the longer duration Green Badge and will delay site access for an extended time.

o A Green Badge application for 180 days or greater (up to two years) is subject to a National Agency Check with Inquiries (NACI) background check.

o The badge application is entered/processed into the NIST Associate Information System (NAIS) by government representatives within eight days of accurate information submission to the COR.

o Once the application is accepted, the contractor personal will receive an invitation via USAccess for fingerprinting. The contractor personnel must schedule a fingerprinting appointment via USAccess at one of several locations. If time permits, the preferred location is the NIST Campus Security Office. Fingerprinting can be completed at a local participating government sponsor or on the NIST Gaithersburg campus. The contractor shall notify the COR when fingerprints are complete.

o For badge applications exceeding 180 days, Contract employees are invited via email to complete the online security check application (eAPP) (after fingerprints are completed).

▪ Contract employee must monitor his/her email for the invitation.

▪ eAPP invitation expires 14 days after initiation*. If expired, a new request must be received via the COR and a new invitation sent.

▪ Once the contract employee completes the eAPP questionnaire, Department of Commerce personnel will review the application for completeness and prior to adjudication. The contract employee will be contacted if corrections are required.

o Upon submission and acceptance of an approved application, questionnaire, and fingerprints, adjudication will be requested.

o The COR will notify the contractor that the employee is ready to be issued a NIST badge.

▪ The contractor personnel will be notified if any issues arise in their adjudication process. This process takes time to complete.

Summarizing the anticipated Site Card/PIV Timeline (Error-free badge applications)

COR submits badge application awarding to the contractor (NIST Action)

Within 7 days

The contractor submits badge application and OF306 to COR for each and all contract employees

Within 14 days

Contractor obtains Fingerprints via USAccess procedure (after receiving email to schedule fingerprints appointment)

Within 14 days

The applicant receives an eAPP invitation via email (DoC/NIST Action) Within 8 days

Applicant completes eAPP before email link expiration * Within 14 days

After the applicant’s application review, the applicant gets approval for the NIST badge (NIST Action)

Within 14 days

The applicant schedules a badge appointment and arrives for a badge Within 7 days

Total (Max) (considers only approved applications on 1st try) 78 days

* If the applicant doesn’t complete the eAPP within 14 days, the contractor must notify the COR to request another eAPP invitation. Re-sent eAPP invitations may take up to 4 days to be received.

With prior arrangements, COR can send periodic badge status updates to the contractor. The report will indicate if the applicant is:

• Ready for Fingerprints.

• Pending eAPP.

• Ready for Badge.

32. Designer Historical Requirements

“The NIST Campus in its entirety is listed as an historic district in the National Register of Historic Places. As such, all campus projects (buildings, structures and grounds) other than routine maintenance and repair must conform to the Secretary of the Interior’s (SOI) Standards for the Treatment of Historic Properties.

Most changes to building exteriors and landscapes as well as changes to certain building interiors and most landscape features are reviewed and approved at various stages by the NIST Architectural Design Review Board (ADRB), and, ultimately by the NIST Federal Preservation Officer (FPO).

All designs for proposed additions and changes to facades, rooflines and building silhouettes other than in-kind repairs, must be reviewed and approved by the NIST Architectural Design Review Board (ADRB) and the Maryland Historical Trust (MHT).

Project related communications with the MHT are only conducted by the NIST Federal Preservation Officer who may require technical information and graphic support from the design professional.

The design professional shall coordinate with the NIST COR to schedule any needed presentations to the ADRB and/or the MHT. The design professional shall provide sufficient time in the project schedule to allow for these design reviews.

Because many of NIST’s natural and landscape features have been determined to be character defining features and/or contributory resources to the NIST historic district, the design professional shall coordinate with the NIST NEPA coordinator and the FPO.

Certain campus locations around the central core, because of high traffic and high visibility, may require enclosed fencing, beyond what is identified in #24. The Design Professional shall coordinate with the COR to incorporate the design specifications for such enclosure based upon recommendations from the NIST ADRB.

Many architecture components of campus facilities (exterior and interior as well as some landscape features) are Character defining features requiring preservation, repair or limited in-kind replacement. Design professional must consult the Historic Structure Reports for Buildings 101, 220, 221, 222, 223, 224, 225, and 226 for a list of these features. Character defining Features for other facilities should be verified with the NIST FPO at commencement of the planning and design phases.

33. Temporary Exterior Power:

If the contractor requests exterior power for construction purposes, the contractor shall follow the requirements noted below. In addition, the contractor shall follow requirements identified in paragraph #6 (outages).

The Contractor shall provide the following to the COR

A) Requested tie-in point – identify the voltage, overcurrent protection, and existing equipment (switchboard, panel board, load center, etc) location B) Provide a one-line diagram for the proposed system

a. Cable sizes

b. Overcurrent protection size(s) and type(s) (all devices)

c. Length of cabling and type of conduit

d. Transformer sizing to include ground rods and grounding electrode conductors

e. If any component is aerial, the contractor shall provide construction details on

i. Height of cables

ii. How the cables are supported

C) NIST will review the request. Within 17 days if the request is complete, the COR via a

NIST engineer will provide:

a. Arc flash labels which the contractor shall affix to the one-line devices per NFPA 70E.

b. Date the outage is approved for the work

34. Security Plan, SP:

The Contractor shall provide a security plan to the COR. If not specified in the SOW or specifications, a security plan must be submitted within 21 days of award.

Elements of a security plan must address (if applicable):

• Security of contractor’s trailer/on-site office

• Security of the contract site to unauthorized personnel.

o For instance, physical barriers restricting access to unauthorized personnel;

construction area warning signs; locked construction access points, etc.

• Access control o Background checks for contractors and subcontractors, o Clearances (if identified in the contract documents as needed), o Alien status - https://www.e-verify.gov/employers/federal-contractors ).

• Badging o Ensuring contractor employees display NIST badges while on campus o Processing badge applications to ensure contract employees submit complete and accurate badge applications, o Complying with NIST badge policy that contractors are not permitted to escort non-Green badged employees

▪ Exception is contractor completes NIST escort training o Lost NIST badge procedures & investigation o Retrieving NIST badges from contractors who do not need to come on campus any longer

• Vehicular access o Contract employees parking in NIST marked parking spots/places o Vehicle loading and unloading.

o Limiting parking times at loading docks

• Internal security o Vehicle key control when vehicles are not in use o Securing equipment and tools to prevent theft o Securing Government equipment so it is not stolen o Control of Government keys if furnished to the contractor

• Movement of contract employees o Identify how the contractor will ensure contract employees remain on their work sites especially in occupied buildings with other Federal employees.

• Security of procurement drawings/plans (hard copy and electronic) if not posted on Internet for bidding

• Maintaining security during HAZMAT, law enforcement, fire, or medical emergency response.

35. FAR Clause 48 CFR 1352.237-71 Security Processing Requirements - Low Risk Contracts

(APR 2010)

(a) Investigative Requirements for Low Risk Contracts. All contractor (and subcontractor) personnel proposed to be employed under a Low Risk contract shall undergo security processing by the Department's Office of Security before being eligible to work on the premises of any Department of Commerce owned, leased, or controlled facility in the United States or overseas, or to obtain access to a Department of Commerce IT system. All Department of Commerce security processing pertinent to this contract will be conducted at no cost to the contractor.

(b) Investigative requirements for Non-IT Service Contracts are:

(1) Contracts more than 180 days - National Agency Check and Inquiries (NACI).

https://www.e-verify.gov/employers/federal-contractors

(2) Contracts less than 180 days - Special Agency Check (SAC).

(c) Investigative requirements for IT Service Contracts are:

(1) Contracts more than 180 days - National Agency Check and Inquiries (NACI).

(2) Contracts less than 180 days - National Agency Check and Inquiries (NACI).

(d) In addition to the investigations noted above, non-U.S. citizens must have a background check that includes an Immigration and Customs Enforcement agency check.

(e) Additional Requirements for Foreign Nationals (Non-U.S. Citizens). Non-U.S. citizens (lawful permanent residents) to be employed under this contract within the United States must have:

(1) Official legal status in the United States;

(2) Continuously resided in the United States for the last two years; and

(3) Obtained advance approval from the servicing Security Officer in consultation with the Office of Security headquarters.

(f) DOC Security Processing Requirements for Low Risk Non-IT Service Contracts. Processing requirements for Low Risk non-IT Service Contracts are as follows:

(1) Processing of a NACI is required for all contract employees employed in Low Risk non-IT service contracts for more than 180 days. The Contracting Officer's Representative (COR) will invite the prospective contractor into e-QIP to complete the SF-85. The contract employee must also complete fingerprinting.

(2) Contract employees employed in Low Risk non-IT service contracts for less than 180 days require processing of Form OFI-86C Special Agreement Check (SAC), to be processed. The Sponsor will forward a completed Form OFI-86C, FD-258, Fingerprint Chart, and Credit Release Authorization to the servicing Security Officer, who will send the investigative packet to the Office of Personnel Management for processing.

(3) Any contract employee with a favorable SAC who remains on the contract over 180 days will be required to have a NACI conducted to continue working on the job site.

(4) For Low Risk non-IT service contracts, the scope of the SAC will include checks of the Security/Suitability Investigations Index (SII), other agency files (INVA), Defense Clearance Investigations Index (DCII), FBI Fingerprint (FBIF), and the FBI Information Management Division

(FBIN).

(5) In addition, for those individuals who are not U.S. citizens (lawful permanent residents), the Sponsor may request a Customs Enforcement SAC on Form OFI-86C, by checking Block #7, Item I. In Block 13, the Sponsor should enter the employee's Alien Registration Receipt Card number to aid in verification.

(6) Copies of the appropriate forms can be obtained from the Sponsor or the Office of Security. Upon receipt of the required forms, the Sponsor will forward the forms to the servicing Security Officer. The Security Officer will process the forms and advise the Sponsor and the Contracting Officer whether the contract employee can commence work prior to completion of the suitability determination based on the type of work and risk to the facility (i.e., adequate controls and restrictions are in place). The Sponsor will notify the contractor of favorable or unfavorable findings of the suitability determinations. The Contracting Officer will notify the contractor of an approved contract start date.

(g) Security Processing Requirements for Low Risk IT Service Contracts. Processing of a NACI is required for all contract employees employed under Low Risk IT service contracts.

(1) Contract employees employed in all Low Risk IT service contracts will require a National Agency Check and Inquiries (NACI) to be processed. The Contracting Officer's Representative (COR) will invite the prospective contractor into e-QIP to complete the SF-85.

Fingerprints and a Credit Release Authorization must be completed within three working days from start of work, and provided to the Servicing Security Officer, who will forward the investigative package to OPM.

(2) For Low Risk IT service contracts, individuals who are not U.S. citizens (lawful permanent residents) must undergo a NACI that includes an agency check conducted by the Immigration and Customs Enforcement Service. The Sponsor must request the ICE check as a part of the NAC.

(h) Notification of Disqualifying Information. If the Office of Security receives disqualifying information on a contract employee, the Sponsor and Contracting Officer will be notified. The Sponsor shall coordinate with the Contracting Officer for the immediate removal of the employee from duty requiring access to Departmental facilities or IT systems. Contract employees may be barred from working on the premises of a facility for any of the following reasons:

(1) Conviction of a felony crime of violence or of a misdemeanor involving moral turpitude.

(2) Falsification of information entered on security screening forms or of other documents submitted to the Department.

(3) Improper conduct once performing on the contract, including criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct or other conduct prejudicial to the Government regardless of whether the conduct was directly related to the contract.

(4) Any behavior judged to pose a potential threat to Departmental information systems, personnel, property, or other assets.

(i) Failure to comply with security processing requirements may result in termination of the contract or removal of contract employees from Department of Commerce facilities or denial of access to IT systems.

(j) Access to National Security Information. Compliance with these requirements shall not be construed as providing a contract employee clearance to have access to national security information.

(k) The contractor shall include the substance of this clause, including this paragraph, in all subcontracts.

(End of clause)

End of Guidelines