ESBD_567412_1791920231010_Exhibit_I_2401_Ridgepoint_Complex_Post_Orders.pdf

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ATTACHMENT A

2401 RIDGEPOINT COMPLEX POST ORDERS

Department of Family and Protective Services (DFPS) occupies 2401 Ridgepoint Drive, referred to as H-2. Regular hours of operation are 24 hour/7 days per week/365 days a year.

Coverage is as follows: 1 guard coverage 7:00AM to 3:30PM, 1 guard coverage from 3:30PM to 11:30PM and 1 guard coverage from 11:30PM to 7:30am.

Daily Operations Security Personnel must:

o Serve as security representatives for DFPS Ridgepoint Complex and protect state information and property by guarding against fire, theft, damage, vandalism and trespassing.

o Monitor and prevent equipment and/or other property from being removed from DFPS Ridgepoint Complex without proper authorization from DFPS.

o Be uniformed properly and present a neat and well-groomed appearance while onsite.

o Not display visible body piercings or inappropriate earrings/ear ware or tattoos while on duty.

o Report on time for duty to ensure continuity of coverage and allow time for special instructions and briefing on pertinent information.

o Always remain at command post, unless properly relieved by another Security

Personnel, or when instructed by the HHS Contract Manager.

o Maintain a high-visibility, professional presence; remain alert, courteous, and respectful in all interactions with employees, contractors, and visitors.

o Ensure visitors are acknowledged in a professional and respectful manner.

o Provide directions to meetings, rooms and locations and DFPS employee locations, as requested.

o Escort DFPS employees, contractors and visitors to/from vehicles in parking lots, as requested.

o Monitor access into secure areas and permit only authorized persons to enter restricted areas of the premises as indicated by security procedures provided by HHS Contract Manager.

o Prevent those without badges from entering DFPS Ridgepoint Complex. Only DFPS employees and contractors wearing an official DFPS agency-issued identification badge are permitted access to the buildings without signing into the visitor log or requiring an escort/approval to enter.

2 | P a g e o At shift onset, review the B.O.L.O. list regarding any persons prohibited from Ridgepoint Complex; report any listed individual onsite or attempting entry to the HHS Facility Manager.”

o Issue visitor/temporary badges and maintain entry and exit logs for all individuals without an official DFPS-issued identification badge.

o Submit entry and exit logs to the Supervising Officer or HHS Facility Manager monthly.

o Maintain a Daily Activity Report (DAR) that must be used during each shift to log all security checks, problems, and other significant activities.

o Work with HHS Facility Manager to maintain and enforce parking rules.

o Maintain familiarity with all DFPS business functions and be thoroughly familiar with the following:

Office Emergency Action Plan (OEAP) All building communications and telephone systems, fire alarm systems, opening and closing procedures, building security policies, and key control procedures.

DFPS Security Procedures with special attention directed to procedures for after-hours building access, restricted access areas, and emergency procedures for fire, bomb threats, active shooters and any other emergency situations.

o Work in cooperation with local police and fire departments, emergency medical services, Department of Public Safety, and other law enforcement authorities.

o Report unusual incidents, hazardous conditions, or emergencies to the appropriate authority/authorities (i.e., Austin Police Department, Austin Fire Department, the HHS Facility Manager) as per the list of emergency contacts provided by HHS Facility Manager.

o Use post cell phone assigned to command post for communications with other Security Personnel.

o Do not engage in activities that distract DFPS employees, contractors, or visitors, including personal work or reading, excessive phone use or texting, or viewing entertainment or applications on personal or DFPS devices during work hours.

o Do not use, possess, or be under the influence of alcohol, illegal drugs, unprescribed prescription drugs, or inhalants during work hours or on any DFPS premises o Do not solicit or accept gratuities, gifts, favors, services, or other benefits from employees, contractors, or visitors.

o Immediately notify Building Management upon Security Personnel separation; collect and submit all keys, access cards, and photo IDs with a completed Form 9421 o Maintain professional interactions with employees during and outside of shift.

o Do not use personal cellular phones while on duty except for emergency purposes only.

o Maintain inventory of security-issued keys.

3 | P a g e o Maintain a weekly schedule of Security Personnel assigned to DFPS Ridgepoint Complex.

o Store lost and found items at command post.

Computer Usage Security Personnel shall:

o Login to computer at beginning of shift, using DFPS codes and instructions.

o Check DFPS Security email for Pass down and BOLO information.

o Lock computer, any time Security Personnel step away from workstation.

o Log off computer at end of shift. DO NOT TURN OFF COMPUTER.

o Execute, deliver, and adhere to the restrictions and responsibilities set forth in the DFPS

Acceptable Use Agreement (Form DFPS AUA, Attachment D to RFP).

o Report computer malfunctions to the HHS Facility Manager and/or call the IT Help Desk at 877.642.4777. Record your ticket number for tracking Log item(s) in the Lost and Found Log.

Access Guidelines DFPS Employees and Visitors o All DFPS employees are issued official DFPS electronic identification badges with photographs for building access, shall only use their own, and must display badges at or above waist level while inside the building.

o Visitors include Vendors, contractors, maintenance personnel, delivery drives, mail carriers and employees without badges.

o Security Personnel must not “buzz in" DFPS employees.

o Tailgating/Piggybacking is not permitted at any time. Report incidents of tailgating/piggybacking to the HHS Facility Manager.

o Non-standard Ridgepoint access requires prior approval from the HHS Facility

Manager.

o DFPS employees must obtain approval from the HHS Facility Manager or their point of contact to access buildings after regular hours.

o New employees, contractors, or DFPS employees without a badge, including those with a lost, stolen, misplaced, or forgotten badge, must present one of the acceptable identifications listed below to receive a temporary badge:

Driver license State-issued identification card Passport o The following information must be filled out in the Visitor Log to issue a temporary/visitor badge.

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Date DFPS employee's name Check-in time (with Security Personnel's initials) Visitor badge number issued Check-out time (with Security Personnel's initials) After the check-out time is logged Security Personnel must request that the temporary badge(s) are returned upon exit. Temporary badges are not disposable and must be reused.

o If visitor badge is not returned by end of business day, Security Personnel must contact DFPS employee-escort to determine if visitor exited building o Maintain temporary badge inventory and report unreturned badges in writing to the Supervising Officer and HHS Facility Manager.

o All visitors issued a temporary badge must be escorted at all times by a DFPS employee; only DFPS employees may serve as escorts o Questions regarding approval of and receiving an official DFPS-issued identification badge shall be directed to the HHS Facility Manager.

Rounds Rounds include, but are not limited to the following Security Personnel duties:

o Ensure one (1) Security Personnel is stationed in the lobby during the high-volume times of 7:00 a.m. to 8:30 a.m. and 11:00 a.m. to 2:45 p.m.

o Ensure the command post is covered before leaving; post required building signs when on patrol, using only the designated signs for the Ridgepoint Complex.

o Immediately report by phone or in writing any emergency building issues (e.g., plumbing, electrical, HVAC) to the HHS Facility Manager o Ensure all exterior doors and windows are secure. Notify HHS facility manager of any unsecure doors or windows immediately in writing and by phone.

o Check and secure warehouse overhead doors.

o Ensure all interior doors that are required to be secured are properly secured. Notify

HHS facility manager of any unsecure doors immediately in writing and by phone.

o Ensure there are no fires in building.

o Two (2) to three (3) times per day (during non-busy times of the day) patrol general office areas, meeting rooms, and cubicles.

o Respond to calls regarding theft, strange smells, and unusual or suspicious activity.

o Monitor exterior areas and report hazards to the HHS Facility Manager.

o Monitor common areas and report any suspicious activity to HHS Facility Manager.

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Malfunctioning Doors o Ensure doors are secure during normal duties and immediately report any observed door or access-control malfunctions to the HHS Facility Manager.

Emergencies: medical, fire, etc.

o Read and thoroughly understand the Office Emergency Action Plan (OEAP).

o Respond to location where emergency was reported.

o Call 911 if necessary and immediately notify the HHS Facility Manager.

o Monitor situation until emergency respondent (EMS, fire department, or police) arrives.

o Escort emergency respondent personnel to location.

o Respond to fire alarm system to research and determine location of fire source.

o During work hours, immediately relay alarms through your Chain of Command and HHS

Facility Manager.

After hours:

o Immediately respond to and inspect location of alarm to verify for smoke/fire.

o Immediately contact local fire department and/or call911 if smoke/fire is visible or gas odors are present.

o Immediately notify the HHS Facility Manager of alarm and actions taken.

Evacuation Duties o Review evacuation manual, DFPS OEAP, and be familiar with all security responsibilities.

o Assist HHS Facility Manager in building evacuations (during drills and actual emergency situations).

o Assist staff, first-responders, and visitors during an emergency, as needed.

Conference Rooms o Security Personnel must not use conference rooms for business or personal matters, including phone calls and lunch breaks.

Flags if Applicable o Security Personnel must, while following proper flag protocol, lower and raise national and state flags daily and as requested, including request for half-staff.

Parking Lot Observation Security Personnel must:

6 | P a g e o Patrol parking lot once per hour, including DFPS parking slots, reserved parking spaces, and handicapped parking.

o Patrol all fire lanes and advise owners if their vehicles are parked in a fire lane area.

o Report parking violations to the HHS Facility Manager, to include make and model of vehicle and license plate number.

o Immediately report unusual or suspicious activity in parking lots to the HHS Facility

Manager, to include make and model of vehicle, license plate number, and identifying vehicular markings.

o Report damage observed in parking lot area.

Packages and Deliveries o Security officers shall not sign for or receive packages.

o Direct vendors and contractors delivering bulk items addressed to the H-2 warehouse dock.

o U.S. mail will be delivered and picked up by U.S. Postal Service at H-2 command post.

o U.S. mail and interagency mail will be sorted by DFPS Receptionist Personnel.

o Immediately contact the HHS Facility Manager or Supervising Officer to report unusual or suspicious activity regarding deliveries.

Loitering o Upon arrival for morning shift, look for people loitering or acting suspiciously.

o Observe instances of unauthorized parking and report to DFPS Facility Management for instruction.

o Immediately report unusual or suspicious activity to the HHS Facility Manager or

Supervising Officer.

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Coverage and Scheduling (Rounds) Round Schedule

7:00 a.m. – 3:30 p.m. Shift

• 1st Round: 8:30 a.m.

• 2nd Round: 9:30 a.m.

• 3rd Round: 10:30 a.m.

• 4th Round: 3:00 p.m.

3:30 p.m. – 11:30 p.m. Shift

• 1st Round: 5:15 p.m.

• 2nd Round: 7:15 p.m.

• 3rd Round: 9:15 p.m.

• 4th Round: 10:15 p.m.

11:30 p.m. – 7:30 a.m. Shift

• 1st Round: 12:15 a.m.

• 2nd Round: 2:15 a.m.

• 3rd Round: 4:15 a.m.

• 4th Round: 6:15 a.m.

During Rounds:

o Security Personnel will scan each exterior/interior door reader as exterior/interior patrol is performed to ensure door is secure.

o Security Personnel should report any malfunctioning door readers to HHS Facility

Management.

o Door readers are in the following locations:

Interior doors Exterior doors

Room 2255 Main LAN Room 2280 LAN South Room 2281 GCS Lab Room 2311 LAN North

H200 H201 H203 H207

H208 H209 H210 H211 H212

Access Control Software

8 | P a g e o S2 software provides access to lock/unlock buildings’ main entrance and interior doors with a card reader. Locking and unlocking doors electronically is allowed when necessary to perform Security duties. Unlocking any door via the software is prohibited as a "normal" occurrence when requested by staff/visitors. Anytime any door is electronically locked or unlocked the action and explanation will be noted in your report.

o LAN room doors are "Secured Areas" and are restricted to DFPS staff or DFPS contractors that have approved card access.

o Staff requesting access that do not have card access must be directed to HHS Facility Manager for assistance.

o Monitor building access card usage.

o Acknowledge and investigate door alarms. Door alarms will appear on monitor screen if:

• Lost or BOLO identified access cards that appear on activity logs immediately call Facility managers for instructions.

• Access cards are denied.

Action: Record time/date, person’s name, and door attempted in report.

Email report to Facility Manager.

• Door is open for an extended period.

Action: Proceed to the door listed to investigate and note results in report.

Email report to Facility Managers.

• Doors that are malfunctioning or offline.

Action: Immediately report to Facility Manager.

o Security Personnel must not share or discuss any personal information viewed with anyone other than the person(s) involved.

o Security Personnel must not edit, add or delete any information.

o Security Personnel can request any Ridgepoint access cardholder's information for verification purposes.

• Information such as photo, vehicle license plate, supervisor contact information, can be viewed.

Camera System o Security Personnel will monitor parking lots and entrances via the DFPS security monitor, investigate suspicious activity, document it in the DAR and Incident Report as required, and notify the HHS Facility Manager if a serious threat is identified.

o Requests to view or copy security video recordings will be submitted to HHS Facility Manager by the requester.

o Security Personnel will not allow anyone to view video recordings unless advised to do so by HHS Facility Manager.

o Security Personnel may not discuss Ridgepoint incidents without approval from the HHS Facility Manager.

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Miscellaneous Duties o Answer all calls on extension on the published number for emergencies.

o Supervising Officer must always be available by cell phone while on duty and must conduct routine inspections.

o If media should arrive at the Ridgepoint Complex, immediately notify DFPS Facility

Management. DO NOT TALK WITH THE MEDIA.

o Provide relief coverage for H-2 Security Personnel during approved lunch and break periods to ensure continuous interior patrol coverage o Perform daily inventory of security cell phones/access card/photo ID.

Security Personnel Guidance – Runaway Hotline Inquiries o Volunteers assigned to work in the Runaway Hotline area can be verified by checking the volunteer list or contacting and speaking with the on-duty supervisor in Runaway Hotline area. Volunteer list will be provided to Security Personnel by HHS Facility Manager.

Abuse/Neglect Walk-In Reporting Procedures o Individuals entering the Ridgepoint Complex to make a report must be directed to the

H-2 lobby, where a DFPS reporting phone is available to call the toll-free hotline at 1-800-252-5400. This is the most efficient method for SWI to receive and process reports.

o If a reporter requests to speak with someone in person or requires language assistance, Security Personnel must notify the HHS Facility Manager to assist the visitor.

Power Outages o Immediately notify the HHS Facility Manager of any power outage; if unreachable, leave a voicemail and continue calling until contact is made. Document the outage in writing and note it in the DAR.

o If the primary facility manager is not reached in 15 minutes, contact the alternate Facility Manager.

Emergency Procedures o Knox Boxes are exterior secured containers for authorized emergency personnel only and contain facility keys and an access card; Security Personnel should know the location. The Knox Box is located outside to the left of door H210 o During any evacuation, retrieve the Command Post evacuation duffle bag (bullhorn, flag, cones, and DFPS vests) and exit the front lobby to establish a command center to the right at the corner of the parking lot entrance, as directed by the HHS Facility Manager.

o Sprinkler Riser Room Alarms: If a beeping alarm occurs, Security Personnel must

10 | P a g e investigate immediately. Security personnel shall document the alarm or trouble message (if available) and provide the details to the HHS Facility Manager in writing.

Sprinkler Riser Rooms are located within Room A, across from office 2264 near door H210 o Fire Control Room alarms: If a beeping alarm occurs, Security Personnel must investigate immediately. Security personnel shall document the alarm or trouble message (if available) and provide the details to the HHS Facility Manager in writing.

Fire Control Room/Panel is located -Directly across from the H2.3 restroom.

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