Attachment I - Transportation Requirements.doc

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Attachment I

BEP-10-0001

BUREAU OF ENGRAVING AND PRINTING

Transportation Requirements for

Shipments of Distinctive Currency Paper

January 31, 2010 These security requirements outline essential duties and responsibilities of commercial carrier(s) while performing contractual duties relative to the secure transportation of proposed and approved distinctive currency material(s), paper and related services to the Bureau of Engraving and Printing (BEP), Washington, DC, and Ft. Worth, Texas.

I.

INTRODUCTION:

It is the policy of the BEP to establish, maintain, and promote the highest standard of security for the transportation of proposed and approved distinctive currency material(s), e.g., fibers, threads, watermark paraphernalia, etc., paper, and related services hereafter referred to as distinctive paper. In order to achieve this objective, the carrier and designated employees of the carrier selected to perform these contractual duties must be carefully screened for experience, dependability, maturity, and reliability. Designated employees must be cleared for access to BEP distinctive paper prior to performing their duties relative to the transport of distinctive paper.

Distinctive paper is U.S. Government property and a BEP security item, which must be afforded a high level of protection while in transit. Distinctive paper will be transported via an armored, escorted, or approved carrier. The unauthorized possession and reproduction of any U.S. obligation, security, distinctive component, paper, and/or instrument of reproduction is strictly prohibited by Title 18, U.S. Code.

The carrier and employees of the carrier selected to perform these contractual duties, shall comply with the terms of the contract and all applicable federal, state, and local laws and operating procedures.

II.

GENERAL:

To ensure the integrity of the shipment while in transit, an approved serial number seal will be affixed to each container compartment door. Immediately upon completion of loading at the point of origin, the container compartment of the vehicle will be secured with a serial-numbered seal(s) and/or locking device. This seal and/or locking device will only be removed by a BEP Representative at point of destination. This seal and/or locking device and key control procedure must be approved by the BEP Office of Security and will incorporate feature(s) to secure the container compartment doors. Guidelines for opening a sealed container, while in transit, will be provided upon contract award. The serial number of the seal affixed to each door will be recorded and provided to the BEP. All recorded seal serial numbers will accompany the shipment and be provided upon arrival at the final destination. The method for ensuring the integrity of the record of the recorded seal numbers will be developed by the carrier and will be subject to prior approval by the BEP Office of Security.

Armed personnel must be trained, proficient, and licensed in the use of weapons. Weapons may be supplied by the employee or the employer. Armed carrier/escort personnel, while performing these contractual duties, will be armed with at least a 12-gauge shotgun mounted in the vehicle and a .38 caliber or 9mm sidearm, furnished by the carrier. It is the responsibility of the carrier/escort to periodically train armed employees performing these duties in the use of issued weapons, with emphasis on safety or ensure that employees obtained said training elsewhere. The carrier/escort will publish guidelines for the use of weapons during the performance of these contractual duties and ensure that each armed employee performing these duties is familiar with the guidelines. The carrier/escort shall obtain or ensure that the necessary authority or permits for each armed employee is obtained as required.

Notification is to be made to the Point of Destination at various intervals while the shipment is in transit, e.g., departures times, delays en route, deviations from schedules/routes, equipment damage, equipment lost or pulled for service, and arrival times. Guidelines for notification will be provided upon contract award.

An appropriate transit time will be established when the means of transportation is determined.

The carrier must ensure the confidentiality of all information regarding distinctive paper shipments routes and schedules. Equipment used in support of this contract shall not be marked to identify the contents or association with the BEP, the U.S. Department of the Treasury, or the United States. All markings will be limited to the minimum required by applicable federal or State regulation or law.

The routes, over-the-road and to/from railheads/airports, to be followed in the performance of this contact are subject to approval by the BEP, Office of Security and the U.S. Secret Service PRIOR to use. Deviation from an approved route is not permitted, except in an emergency situation where the driver believes that the safety of the vehicle, its occupants, or the cargo is in jeopardy. In such cases, appropriate notification shall be made at the earliest possible time, preferably before the deviation is made.

Vehicle size restrictions apply only to deliveries made to the Washington, DC, facility. These size restrictions are:

Vehicle Height cannot exceed 12'-6"; and

Semi-trailer length cannot exceed 45'.

All transporting containers shall be marked on the top with the carrier's legend and/or unit identification (ID) number. This ID number should be centered and read sideways along the long axis of the roof of the trailer. Letters/numbers should be 18-24 inches wide and at least 6 feet high with a margin of 3 inches around each letter/number. These letters/numbers are to be in a color contrasting with the background of the container and may be painted or taped on.

It is the responsibility of the carrier/escort to obtain all equipment, licenses, and permits in support of these requirements.

III.

OVER-THE-ROAD

The over-the-road transportation of distinctive paper, other than to/from a rail head or air terminal, will be performed by an armored vehicle. The cab of the vehicle must be armored to Level II protection as specified by Underwriters Laboratory standards for safety UL-752, ULI Ballistic Rating for High Power Small Arms. Each armored vehicle will be equipped with appropriate, licenses, permits, weapons, eye and respiratory protection, fire extinguishes, and radio/telephone equipment.

The vehicle will be dedicated for the transport of only BEP property and provide direct, door-to-door service with a minimum of downtime while in transit.

While transporting BEP securities the vehicle will be manned by two armed guards/drivers. During necessary fuel/rest stops or other stops en route, one alert guard/driver will remain in the cab of the vehicle at all times. Carrier personnel that receive the shipment will, with exception of an emergency situation, be the personnel that deliver the shipment.

Each armored or surveillance vehicle will be sound, first-class equipment that meets or exceeds state and federal vehicle requirements.

Each armored or surveillance vehicle will be equipped with a radio-telephone or similar system adequate to summons assistance in an emergency situation and provide location reports as deemed appropriate.

All trailers or cargo compartments must be clean, sound, first-class equipment of sufficient size to accommodate and protect the shipment. The cargo compartment must be weatherproof to prevent damage to the contents; moisture control is most critical. Trailers or cargo compartments cannot have side doors. Trailers must be equipped with a usable spare tire.

Each armored or surveillance vehicle shall be equipped with appropriate eye and respiratory protection to prevent or lessen the affects of biochemical agents. It will be the responsibility of the carrier/escort to supply the appropriate equipment, train their personnel in the use of this equipment, and maintain these masks in serviceable condition.

Each armored or surveillance vehicle will be equipped with serviceable portable fire extinguishers, preferably ABC Type, at least 5 pound or greater. Taking care not to endanger themselves, the transporting crew or escort will make every reasonable effort to extinguish or control a fire while awaiting arrival of the fire department.

IV.

RAIL SHIPMENTS:

Rail transportation of distinctive paper shipments must be performed via trailer/or similar containers as direct access to a railroad siding is not available at BEP, Washington, DC, or Ft. Worth, Texas.

Rail transport will require an armored or escorted carrier from point of origin to originating railhead, rail service from originating railhead to point of destination railhead, and an armored or escorted carrier from destination railhead to point of destination.

Escorted vehicles will be accompanied by a surveillance vehicle containing a driver and at least one armed guard.

The trailer holding area at originating and destination railheads will be fenced, well-lighted and within an acceptable distance from the protective force position. The holding area will be under constant surveillance.

The flatcar(s) holding the cargo trailers should be positioned directly behind the locomotive to ensure continual observation by crew members while in transit. Upon departure from the originating holding area, the carrier will provide surveillance of the cargo trailers while aboard the train. This surveillance will consist of an uninterrupted program of periodically updated, electronically transmitted data relative to the location and status of the flatcar(s), preferably no less than every 3-1/2 hours. Additionally, while crew changes, train changes, and other delays are experienced during the time in transit, the carrier will provide physical surveillance of the cargo trailers. This physical surveillance will consist of at least a modified Rail Surveillance Service in which a physical check of the shipment integrity is made at least every 30 minutes by a member of the carrier protective force. It is preferred that the carrier will in addition, provide a member of the protective force continuously positioned no more than 100 feet from the cargo trailers with a clear, unobstructed view of the trailers, in particular the doors.

While in transit, trailers must be positioned aboard the flatcars so as to have the rear door openings facing each other are no more that 10 inches apart. The carrier will provide an additional trailer to accompany an odd number shipment to ensure that trailers are shipped in pairs, rear-to-rear.

All trailers involved in each shipment should be delivered to the appropriate site, e.g., loading dock, departure railhead, or point of destination during the same business day.

V.

AIR SHIPMENTS:

Air transport of distinctive paper will require an armored or escorted carrier from point-of-origin to originating air terminal, escorted air service from originating air terminal to point of destination air terminal, and an armored or escorted vehicle from destination air terminal to point of destination.

Requirement for armored or escorted vehicle will be the same as outline in Over-the Road and/or Rail Shipments.

Air shipments will be performed in the same business day.

Air shipments will be escorted by a responsible representative of the carrier from the point of origin to the point of destination. The escort will be required to verify the shipment upon receipt at the point of origin, accompany and observe the shipment at each transit point, and observe the verification of the shipment at point of destination.

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