Backgrounds_and_Badging_Security_Procedures.pdf

Pierce County Consultant RFQ

Backgrounds, Badging & Security Procedures

PIERCE COUNTY FACILITIES MANAGEMENT

BACKGROUNDS, BADGING & SECURITY PROCEDURES

PART 1 GENERAL

1.01 SECTION INCLUDES

A. Security measures including entry control, personnel identification, guard service, miscellaneous restrictions, and background checks.

1.02 SECURITY PROGRAM

A. Protect Work, existing premises and Owner's operations from theft, vandalism, and unauthorized entry.

B. Initiate program in coordination with Owner's existing security system at project mobilization.

C. Maintain program throughout construction period until Owner occupancy.

1.03 ENTRY CONTROL

A. Access is limited to badged construction personnel and agency inspectors.

B. Contractor to control and restrict entrance into buildings and work areas only to badged construction personnel or agency inspectors with proper identification.

C. Maintain log of workers and visitors, make available to Owner on request.

1.04 PERSONNEL IDENTIFICATION

A. All Contractor personnel working on-site require clearance and identification via Pierce

County's background checking and badging process.

1. Contractors shall submit required background check forms and photocopies of each applicant's driver's licenses for review and approval, and receive a badge prior to personnel commencing any work on site.

2. There are three types of clearances required depending on facility or areas within facilities.

a. Moderate Background check and clearance is required for access and work on

County properties, including buildings, business areas, and exterior locations.

b. Criminal Justice Information System (CJIS) Background Check and online certification training is required for contractors requiring unescorted access to buildings or areas where criminal justice information is kept, including:

1) Pierce County Sheriff's offices and areas.

2) Pierce County Information Technology offices and spaces (Main or Intermediate data frames, etc.).

3) Prosecuting Attorney's offices.

4) Courtrooms and Judicial offices.

5) Other areas as designated.

c. Prison Rape Elimination Act (PREA) mandated Jail Entry Background Check and training is required where work will occur in detention areas.

3. All contractor personnel cleared for access to work on County Owned Property shall wear Pierce County issued identification badge so that it is clearly visible. Pierce County identification badges indicate level of clearance for each individual.

a. Identification badges shall be worn at all times on site in Pierce County facilities.

b. All identification badges shall be returned at completion and acceptance of the Work.

It is the General Contractor's responsibility to ensure all personnel and all subcontractor and sub-tier contractor personnel return their badges, under penalty up to $1,000 per badge not returned.

c. Contractors or contractor personnel without CJIS clearance cannot be escorted by contractor personnel with CJIS clearance, no exceptions.

d. Contractors who fail a CJIS or Moderate background check will not be able to work on-site or access job site locations. Escorting by contractor is not an option.

e. All contractor personnel, including those of subcontractors and sub-tier contractors, must possess valid County-issued identification and appropriate security clearance levels before entering the job site. It is the sole responsibility of the General Contractor to ensure full compliance with this requirement for all individuals under their direction.

1) Non-compliance with this provision—including, but not limited to, individuals found on-site without proper identification, lacking required clearance, or not falling under pre-approved exceptions—will result in the following actions:

(a) Immediate removal of the individual(s) from the site.

(b) Assessment of a penalty of up to $1,000 per violation.

(c) No compensation or claim shall be permitted for lost time, productivity, or delays resulting from such non-compliance.

2) Repeated violations may result in a full job site shutdown, which will remain in effect until the General Contractor submits a written Corrective Action Plan that is reviewed and approved by both the Owner’s Project Manager and the County’s Security Manager.

3) These requirements are strictly enforced to ensure the safety, security, and integrity of County operations and property.

B. Exceptions: The following are exemptions to the clearance and badging requirements:

1. Vendor delivery personnel who are transitory to the project may be escorted by a fully cleared and badged designated contractor into the project area for the purposes of making deliveries. All security requirements shall be adhered to.

2. Regulatory inspectors wearing their agency’s photo identification and escorted by a fully cleared and badged designed contractor may enter the project area for purposes of inspections.

3. With prior approval from the Owner’s Project Manager and the Pierce County Security Manager, a contractor who has been fully cleared and will be working onsite for one day or less may be escorted without a badge into the project area by a fully cleared and badged designated contractor. This information will be provided to the SOC by the Owner's Project Manager with name and dates provided by General Contractor.

a. This exception does not apply to any areas where CJIS clearance is required.

4. Contractors doing work but not requiring access into Pierce County buildings may have some requirements of this section waived with prior review and approval by both the Project Manager and the Pierce County Security Manager.

1.05 BACKGROUND CHECKING AND CLEARANCES

A. This project requires the following background clearance:

1. Moderate.

2. Criminal Justice Information System (CJIS).

3. Jail Entry Background Check and Prison Rape Elimination Act (PREA).

B. General

1. The Pierce County Project Manager shall provide the appropriate background check form, for the specific project to be completed by each individual performing work on site.

2. The General Contractor shall collect all background check forms including subcontractor and sub-tier contractors and submit them to the Project Manager for review and processing.

3. Pierce County Security issues identification badges for individuals cleared and approved by appointment at the County-City Building in downtown Tacoma.

C. Background Check Submission and Compliance

1. Each applicant must physically sign the background check form to authorize the check.

2. Each applicant must complete all sections of the forms that pertain to personal background check questions; attesting that information provided is accurate and complete.

3. Digital signatures are not accepted.

4. Contractor to provide Owner an electronic copy of all forms for Project Manager’s review for accuracy and form compliance.

a. Submit forms one week prior to submitting original forms for review.

b. Contractor must submit original signed background check to Facilities Security

Division Program Coordinator in person at badging appointment.

D. Work in Non-CJIS buildings and/or areas and not in the Pierce County Detention

Facilities requires moderate Background Check and Authorization. Form must be submitted with a photocopy of Driver's License for each individual to perform work on-site.

E. Work in CJIS Buildings or Areas requires a moderate, a CJIS Background Check and Authorization. Form must be submitted with a photocopy of Driver's License for each individual to perform work in these buildings or areas.

1. CJIS background checks require each individual submitting for clearance to be fingerprinted at South Sound 911 (https://southsound911.org/records/fingerprints/), costs for fingerprinting to be included in negotiated contracts.

2. CJIS clearance requires an online certification training process. Upon CJIS fingerprinting approval, an E-mail will be sent to the E-mail address applicant provided on the moderate background form.

3. Out of area contractors may utilize Out of Area fingerprinting procedures to comply.

4. To schedule CJIS fingerprinting appointment visit the Southsound 911 website: https://sou thsoundwa.permitium.com/fingerprint/start.

a. Contractor and subcontractors must select "Pierce County Contractor/Vendor" for the

Purchase Option Selection. Background clearance may not be accepted by Pierce County if the incorrect purchase option is selected. Selecting the incorrect option will require completing another fingerprinting appointment.

b. Contractor and subcontractors must provide the applicant's full name, project name and number, and the date and time of fingerprinting appointment to the Pierce County Project Manager. Failure to do so may result in incomplete processing and will require repeating the fingerprinting application.

c. No compensation or claim shall be permitted for lost time, productivity, or delays resulting from incorrect applications or failure to notify Pierce County Project Manager.

F. Work in Pierce County Detention Facilities: requires a background check processed by Pierce County Corrections Administration using the PREA mandated Jail Entry Packet. See paragraph 1.06 Work in Correctional Facilities below for more information working in Pierce County Correctional Facilities.

1. Work in some Pierce County Correctional areas may also require CJIS background check and clearance.

2. PREA mandated Jail Entry Packet: included in the packet and required to be completed and returned prior to any work in the Pierce County Jail:

a. Authorization for Criminal History Reference Check (CHRC) form.

b. Waiver and Authorization to Release Information form.

c. Prison Rape Elimination Act (PREA) and Security Orientation for Visitors and

Contractors.

d. Guidelines for Jail Access.

3. Contractors and their personnel are prohibited from entering or approaching occupied residential units or interacting with residents unless under the direct supervision and escort of the Owner's Representative. No work will be conducted in occupied spaces.

G. Background Check Processing:

1. Forms and complected fingerprint appointments are to be received at least ( 8) eight weeks prior to the requested access date. A sample copy of the form is included in the RFP Package.

a. Detailed information of denied applications is not provided by the background check program.

b. Direct any question or concerns regarding process or form instructions to Project

Manager or Department Security Contact.

2. Exclusion of proposed workers shall not constitute the basis for any claim for breach or damages under this contract.

3. Allow adequate time to process:

a. Background checks (up to eight weeks).

b. In-person badging by appointment, schedule at least 1 week in advance, located in the County-City Building 930 Tacoma Ave. S. Tacoma, WA 98402.

c. Correctional Areas Work requiring CJIS: In-person Fingerprinting

(https://southsound911.org/records/fingerprints/) (up to eight weeks for fingerprinting).

d. Correctional Areas Work requiring CJIS: In-person, on site orientation (average time

40 minutes).

4. General Contractor and Subcontractors shall include in negotiated contract, all costs associated with securing clearances for all personnel having access to the site.

H. Every worker on-site shall wear their official badge, so it is visible at all times.

I. Background check clearances and CJIS training are required to be renewed every two years.

J. Badges shall be returned at expiration of their employment on the Work.

1.06 WORK IN PIERCE COUNTY CORRECTIONAL AREAS

A. Tool Control: Contractors and Vendors shall keep controls of their tools, visually and physically, at all times. Tools shall never be left unattended for any reason.

1. All tools shall be kept in locked storage boxes during non-working hours in a location approved by the Project Manager and Pierce County Custody Staff.

2. Details of Tool controls and Tool Safety will be reviewed in a pre-mobilization meeting prior to starting any work in the Jail.

3. Daily clean-up of areas worked in will be required in this facility.

B. Pre-Mobilization Meeting: Prior to executing any work after the Pre-construction meeting and all personnel have cleared background checks and are badged, the Project manager and Pierce County Jail deputies/staff will conduct an orientation meeting covering the following items (and other topics as appropriate):

1. Parking

2. Work Hours

3. Access

4. Daily Check In/Check out.

5. Infectious Disease Management Protocols

6. Safety & Security

7. Escorts

8. Tool Safety

1.07 GUARD SERVICE

A. Contractor may coordinate with Owner's representative for use of Pierce County contract security guard services, as may be required, at the contractor's expense.

1.08 RESTRICTIONS

A. Do not allow photographs taken except by written approval of Owner.

1.09 CONSEQUENCES - FAILURE TO COMPLY WITH REQUIREMENTS

A. Failure to adhere to these procedures and requirements may result in job site shutdown and other punitive measures as outlined in the contract without any claim to be made for loss of time or delayed work, see paragraph 1.04. A. 3. e.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION - NOT USED

END OF SECTION

c. Prison Rape Elimination Act (PREA) mandated Jail Entry Background Check and training is required where work will occur in detention areas.

4. Contractors doing work but not requiring access into Pierce County buildings may have some requirements of this section waived with prior review and approval by both the Project Manager and the Pierce County Security Manager.

4. General Contractor and Subcontractors shall include in negotiated contract, all costs associated with securing clearances for all personnel having access to the site.