Exhibit_G_-_Security_Access_&_Control.pdf

Security, Access, Controls and Badging Information- City of Phoenix Public Transit Department

Section 1: Introduction The City of Phoenix, Public Transportation Department has an obligation to protect employees and the visiting public, preserve the availability of assets, and ensure the continued delivery of services effectively, safely, and cost-efficiently. Identification cards (ID Cards) and Electronic Access Badges help the city achieve these goals. With the addition of policies for Intrusion Detection Systems (Alarms) and the issuance of physical keys, this document serves as the central reference for Security, Access Controls, and Badging Information for the Public Transit Department.

Section 2: The Policy

2.1 - Introduction Administration Regulation (AR) 4.44 and 4.45 were drafted and adopted by the City of Phoenix on September 1, 2018. These new regulations cover most of the policy guidelines referenced in this document. AR 4.44 provides guidelines for identifying and managing access control risks, as well as for managing access to City facilities and City assets. AR 4.45 governs Contract Worker background screening.

2.2 - Roles and Responsibilities

1. Monitoring of the Access Control Security Systems is the responsibility of the

Police Department - Central Monitoring Station (CMS).

2. The Public Works Department Security System Management Division is responsible for specifying, implementing, and maintaining the City's badge access system in accordance with accepted industry standards and best practices.

Card Access Control Systems must sufficiently meet current and emerging credible threats and standards.

3. The Public Works Department Security Systems Management Division and Public Transit Department Facilities Division control the production, issuance, and accountability of access badges.

4. Periodic reviews of programmed access, clearance codes, and inactive badges must be performed by the contractor and the Facilities Division to ensure current, valid, and relevant access into City facilities.

2.3 - Badge Use and Conditions of Use Access badges issued by the City of Phoenix remain the property of the City and should be collected and returned to the Facilities Division once no longer required. If the badge is not returned to Public Transit, we will issue a final invoice for approximately $55 per badge. This price per badge is subject to change after the City of Phoenix completes its current cost analysis.

While on City property, badge holders must visibly display their badges and present government-issued identification upon request from management, security personnel, or law enforcement.

Contract Workers with authorized access are entitled to have the City of Phoenix

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Contractor Badge and their company identification badge in their possession while on City property. Only one City access badge is assigned and active for a contract worker.

Having more than one active badge assigned to the same person can pose a serious potential security breach. It is important that the contractor and the Facilities Division track and ensure that their workers use the appropriate badge.

Access badges are not transferable. City access may only be used by the person to whom it was issued. No access may be loaned or borrowed.

All City badge holders are responsible for the proper care and control of their access badges in accordance with the City of Phoenix Administrative Regulations and contract policies. Badge holders must immediately notify the contractor and the Facilities Division upon noticing their badge is lost, stolen, missing, or damaged.

Contractor photo access badges must be picked up personally by the recipient from one of the Facilities Division Badging Offices or by the company's designated manager.

Badges can be picked up during post office hours and signed at the Facilities Division Badge Office or sub badging offices.

No one may circumvent, bypass, or otherwise render ineffective any City badge access devices. This includes badge readers, locking mechanisms, and door sensors. Any intentional attempts to do so shall be regarded as a criminal act.

2.4. - Protection of Information Personal information for badging purposes is used to issue access badges to employees and contract workers, and to provide contact information in case of an emergency. The Facilities Division Badge Office and the Badge Imaging Office staff are entrusted with ensuring that confidential information remains confidential.

Badge access information may not be divulged except in compliance with the City of Phoenix's policies, procedures, or directives. Any requests for confidential information should be forwarded through the appropriate channels. The information contained in the security system(s) database must not be used for non-security purposes, including, but not limited to, time, attendance, and data gathering for disciplinary purposes.

2.5 - Consequences Violations of this Policy may be subject to disciplinary action at the department's discretion.

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Section 3; Procedures

3 .1 - Background Screening Review Process Two risk levels have been established that require background checks for Public Transportation contracts. The first level (Maximum) applies when background checks are required and conducted by the contractor. The second level (Maximum with Criminal Justice Information Services (CJIS) as a subset of Maximum) is a background check conducted by the contractor, reviewed and approved by the contracting City department, except for CHS-related checks and those required for children and vulnerable adults.

Criminal Justice Information Services (CJIS) background checks will be conducted by the Phoenix Police Department or the Arizona Department of Public Safety.

Contractor badges may only be issued to contract workers if:

• A business need exists for the worker to have unescorted electronic access to common and secure areas of City facilities.

• A background check has been conducted

► L e v e 1 of Access (Maximum, Criminal Justice Information Systems) is determined by the Facilities Division contract manager in conjunction with the City Risk Assessment Guide

► The contract manager shall be responsible for determining whether a contract worker is qualified to perform work or disqualified from performing work for the City under the terms of the contract for standard risk-level background checks.

► The contractor will provide a complete background check report for the maximum level background check to the designated contract manager.

► The contract manager will review and approve or disapprove maximum risk background check results.

► It is the responsibility of the Contract Company to identify and hire a third-party vendor to conduct background checks in accordance with City of Phoenix A.R. 4.45 for each of its workers engaged in City of Phoenix business.

► The designated contract manager will secure all maximum risk background check results in a locked file cabinet until the review is complete.

► The designated contract manager will discard the maximum risk background check results in the confidential secured bin that is picked up by an off-site secured shredding company.

► The contract worker is to work directly with the contractor, not the City, to resolve any disputes related to the background check process and/or outstanding Criminal History Records Check Information.

► All contractors must pay a $55 badge fee ( or the current rate for the COP contractor badge) before issuance of an access badge or be willing to accept an invoice after each month of all badges printed and pay the invoice within 30 days of the invoice issued.

► Please note that subcontractors, whether of a tenant or primary contractor, will be charged the $55 fee, no exceptions.

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• Access badges will not be issued if background checks are incomplete, badge applications are incomplete, photo identification is not presented at the time of issuance, background checks have been denied, or sufficient time is not allowed for review.

• Individuals must come in to receive an Access Badge within 30 days of the date of the maximum-risk background check results to be an "eligible contractor worker" list.

3.2- Company Responsibility for Contractors Each Contract company shall designate a primary and secondary representative who will work directly with their City of Phoenix contract manager to have their contract worker(s) complete the necessary steps to perform services. The Contract company's representative(s) are responsible for complying with all requirements governing business conduct and the performance of services for the City of Phoenix. Contract companies must ensure their contract workers complete the required paperwork and any supporting documentation requested by their contract manager in a timely manner.

The designated contract manager is responsible for authorizing and approving the City of Phoenix Badge Data Form page 2. In addition, the designated contract manager is responsible for making access-related notifications to their Public Transit Department Badge Office staff regarding changes in status for contract workers, such as lost and stolen badges and issues where replacement badges are required to ensure they are deactivated in the system properly. The Badge Office staff will require that each designated contract manager communicate all badge, access, and background check information to the Contract companies' representative(s) to ensure consistency and proper adherence to processes.

3.3 -AR-Applicable Contracts: Background Check Process The following regulations apply to all contracts that contain background screening language, as was approved by the Law Department.

Contractors perform a variety of work for the City of Phoenix. The type of work performed and the work environment determine the need for two risk levels, each requiring a background check. The first level involves circumstances where background checks are required and performed by the contractor, and the second level involves background checks performed by the contractor and reviewed by City Departments.

Contractors must have workers complete and sign a copy of the Contract Worker Disclosure Form before the background check is conducted.

The Contract Worker Disclosure Form will allow the contract worker to list any and all criminal convictions and grant the City the right to review the background check results.

3.4- AR-Applicable Contracts: Evaluating Results

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For maximum-level background screening, the contracting department will review and approve the contractor's background check. The department will prepare a memo to be placed in the contract file that indicates the results of each worker's background check.

The contract worker is to work directly with the contractor (not the City) to resolve any disputes related to the background check process and/or any outstanding information from the Criminal History Records Check.

In making the determination of whether information contained in the results of the background checks constitutes grounds for disqualification of a contract worker, the contractor and contracting department should be guided by these principles and guidelines:

• Disqualification decisions should not be based solely on a criminal conviction unless the conviction relates to performance under the contract. Arrests that did not result in a conviction or have not been charged may not be considered when determining whether a contract employee is disqualified.

• Not all criminal convictions or other negative information obtained in the background screening process would prohibit an individual from working under the contract. Departments must evaluate the job-relatedness of the information received. To determine if a contract employee's background would be prohibitive for a specific contract, these factors should be analyzed:

o Duties of the specific position.

o Time, nature, and number of negative events/convictions.

o Attempts and extent of rehabilitation efforts; and o The relation between the duties of the job and the nature of the crime committed.

The analysis of whether a particular item in a background check is a potentially disqualifying factor involves looking at what the contract work requires, where the work is done, access to areas, and the types of people or places the contract worker will encounter. Then the background results should be reviewed to determine whether the nature of the crime reported would create a risk to the City based on that person's background. An example of this analysis would be as follows:

For a person who is contracting for work requiring a maximum risk background check, potentially disqualifying convictions could include a record of child molestation, assault, sexual assault, crimes against a person, public indecency, drug offenses, forgery, theft, burglary, arson, crimes against property, violent crimes, crimes for financial gain, and embezzlement.

If a contract worker has a criminal record that includes a disqualifying conviction, that person shall not be permitted to perform work for the City under the contract. If the records check indicates the criminal case disposition is unknown, the contractor must determine it.

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The Public Transit Department has (3) three badge office locations. All information must be received by badging staff prior to individuals coming in for issuance of an Access Badge.

3.6-Fees and Payment Info

Public Transit Headquarters 302 North 1st Avenue, Ste. 900

Phoenix, Arizona 85004 602-495-5914

West Transit Facility 405 North 79th Avenue

Phoenix, Arizona 85043 602-534-9121

South Transit Facility 2225 West Lower Buckeye Phoenix, Arizona 85009

602-495-7690

Payment will be invoiced to the contract company at the end of each month for all badges printed for the company's employees and/or subcontractors. All invoices must be paid to the City within 30 days of the invoice date. These prices are subject to change after the City of Phoenix completes its current cost analysis.

Initial Badge Fee .............................................................................. $55.00 Renewal Badge Fee Invoices ................................................................ $55.00 Lost, Damaged, Or Name Change, Replacement Badge Fee ........................... $55.00 Stolen/Replacement Badge Fee ............................ Documentation Reported - $55.00 (Report # is required on the Badge Data Form, if individual does not have proof of report $55 will be charged)

3. 7 - How Access Badges Work The proximity access badges used by the City of Phoenix have a microchip embedded.

The badge holder must present their issued badge only to card readers in authorized areas. Presenting badges to card readers that the individual does not have approved access will trigger a "denied wrong area" alarm at the Central Monitoring Station.

3.8-Badge Number The access badge number is the last six digits printed on the back of the badge, in the lower-right comer.

3.9-Authorization for Access Each contracting company will contact its assigned contract manager and secondary

Page 6 of22 Rev. 02/27/2026 designers. Contract managers shall establish authorized access for each contractor.

Contract managers and designees are individuals authorized to approve access, along with a description of the areas for which they are authorized to approve access.

Authorization to grant employees and contract workers access shall be documented by the requesting department prior to the issuance of a badge, key, or PIN code.

Documentation shall include, but is not limited to, the following:

• Employee's or contractor's true and legal name (See Below Section 4).

• Location and times of access needed.

• The reason for access to each area.

• Approval signature of Public Transit contract managers and or designee

Section 4: Enrollment

4.1 - Identity Verification It is imperative that photo identification be presented to the Badge Office staff when a person receives their badge. The integrity of the City's identification system relies on this procedure. Government-issued photo identification is the most reliable.

Acceptable types include:

• Passport

• Citizenship Card

• Driver's License

• Photo Firearms License

• Native/Immigration Status Card

• Permanent Resident Card

• Other acceptable form of government-issued ID

Badging staff will not issue a badge without acceptable identification.

4.2 - Information Collection The following steps must be taken by the Public Transit Department Badge Office when collecting information on a badge candidate:

• Ensure the badge request form is fully completed and that all required information is clearly written.

• Check photo identification to verify that the name on the form matches the name on the ID. If the person does not have photo identification, they will need to take the necessary steps to obtain an appropriate photo ID.

• Badging staff will ensure the appropriate badge type has been checked. This will determine the type of badge template to issue.

• Validate the signature of the person who signed the badge application.

• Validate payment method and process.

• Take a photo and inspect the badge to ensure the name is spelled correctly.

• Ensure the photo that is sent in matches the photo on their government-issued ID at the time of issuance of the badge.

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4.3 - Photo Capture City access and identification badges are used in many sensitive applications, including access to restricted City facilities, senior and childcare facilities, critical infrastructure, and private homes, so it is important that the highest-quality picture be captured and applied.

Contractors must submit a photo by email to ptd.badging@phoenix.gov as the primary method. If a contractor cannot provide a photo by email, they may come to the office during business hours to have their picture taken on-site.

Badging photos must follow the requirements below to be approved.

1. The photo must be 2 inches by 2 inches in size (51mm x 51mm)

2. Image must include a full-face view, directly facing the camera, shoulders squared and centered in the photo.

3. A small section of space may be left above the top of the head and below the neckline to show proportion.

4. Photos must show both edges of the face clearly.

5. Image must be taken in front of a plain white or off-white background.

6. Eyes must be open and clearly visible.

7. Glasses, including those tinted with a prescription, may be worn as long as the eyes are clearly visible. Sunglasses are not permitted.

8. Smiling is always permitted; however, unusual or contorted expressions will not be permitted.

9. Hats or head coverings are not allowed, except if worn for religious reasons. If the photo candidate is permitted a head covering, the facial features must be fully and clearly visible.

10. Image must be in color.

11. Must have been taken within the last 6 months to reflect your current appearance.

12. No filters or digital alterations are allowed.

13. The image should be a high-resolution file saved either as a .jpg or .png.

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4.4 - Retain Photocopy of Badging Sheet The Badge Office staff will retain a copy of each processed Badge Data Form per the City of Phoenix Badge form retention policy, which is 2 years and 6 months from the date of issuance.

Section 5: Verification Before any badge is produced, employment or affiliation with the City must be verified.

No badges are produced without this verification.

5 .1 -Requirements for Verification The contract manager must provide the Badge Office staff with the required information.

Where the required information is unavailable, the Badge Office will advise the worker of the requirements and request that they return once all requirements have been satisfied.

All information must be entered on the Public Transit Badge Data Form for retention and future auditing purposes.

5 .2 - Confirm Employment Data As part of the confirmation process, all relevant information must be collected. Relevant information includes:

• Badge Holder's name.

• Contract Company worked for;

• Position/Title;

• Year of birth;

• Last 4-digits of Social Security Number;

• Badge Holder's Signature and current date;

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Section 6: Production and Distribution

6.1 - Verify New Record The Badge Office staff will research the database before entering a badge to ensure that no other record already exists. If another badge record already exists, use the latest information from the Badge Data Form and the recent photo to update the existing record, not replace it.

6.2 - Badge Pick-Up All access or identification badges must be signed at the Public Transit Badging Offices.

Access badges may not be picked up by a co-worker or family member and should not be inter-office mailed directly to the recipient. But it can be picked up by the contract manager and or anyone the contract manager determines can.

6.3 - Identity Verification It is important that ID and access badges be issued to the intended holder. When a badge holder arrives to pick up a photo ID or access badge, verification of the correct recipient is done using the badge holder's government-issued photo identification.

Section 7: Maintenance ID/ Access Badges and Keys issued by the City of Phoenix are considered City property, and contract managers must ensure that employees and contract workers protect and care for City assets. Badges and Keys must be returned immediately to their contract manager when no longer required.

7 .1 - Lost and Stolen Badges Active lost badges pose a serious security risk, akin to a lost key. It is imperative that employees and contract workers report the badge as lost or stolen immediately. If badges and/or keys are used in any misuse or criminal activity prior to deactivation, the contractor who lost the badge and/or key could be liable.

7 .1.1 - Reporting Lost or Stolen Badges Employees and contract workers are responsible for immediately notifying their contract manager of any lost or stolen badges so they can be deactivated and the appropriate precautions taken. Contract companies and contract managers must establish a method for reporting lost and stolen badges after hours.

Contract Companies are responsible for completing the following steps:

• Notify the Contract Company he or she is employed with;

• Notify their contract manager immediately

• Notify the Public Transit Department Badge Office via email (ptd.badging@phoenix.gov)

• Complete a new PTD Badging Form signed by the contract manager

• Complete payment process (if applicable).

Departments shall require a police report be filed for any stolen badges.

7 .1.2 - Found Badges

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Oftentimes, ID/ Access badges are reported lost at first and are later found. Badge holders are prohibited from using a badge reported as lost or stolen, unless the PTD Badging Office notifies the contractor or the employee otherwise.

When a deactivated badge is found, the contract manager shall report the condition to the PTD Badging Office immediately. The PTD Badging Office will verify the badge record information. If a new badge has been issued, the contract manager must return the found badge to the PTD Badging Office. If a new badge has not been issued, the PTD Badging Office staff will validate the badge holder's record information and update the status. It is vital to ensure the badge is activated for the correct person.

The badge should only be reactivated after ensuring that a replacement badge has not yet been made. If no new badge has been issued, the badge may be reactivated at the discretion of the Contract Manager and the PTD Badging Office.

7 .1.3 - Replacement Lost and stolen badges will be replaced once a new badge form is completed and signed by the appropriate contract manager. In the event of lost badges, the employee, contractor, and/or contract worker will be responsible for the current replacement cost.

For a stolen badge reported to the Police Department, a replacement will be provided at no cost. A new PTD Badging Form must be completed and approved, along with the Police Department Report number, before a replacement badge is issued.

7 .2 - Damaged and Defective Badges From time to time, the microchip inside an access badge will become inactive or fail.

Sometimes a badge will be cracked or damaged, rendering the badge inoperable. Badges that have sustained cosmetic damage to the front of the card, such as scratching or fading, should be replaced if the image on the front of the card is no longer legible from an appropriate distance.

A new PTD Badging form needs to be completed before the badge can be reissued.

Defective badges may be replaced at no cost if it is determined that the employee or contract worker did not cause the defect. Payment is expected at the time of application.

7.3 -Name Change Contract workers requesting a name change on their existing City-issued access badge must complete a new PTD Badging Form, which must be signed by the contract manager, and pay the replacement cost at the time the application is submitted. The old badge must be returned when the new badge is issued.

7.4 - Separation in Service If there is a service separation in which a contract worker is no longer employed by their company, the contract company is responsible for reporting the change in status to the contract manager immediately. If the former contract worker later returns to work for that same company, it is the contract company's responsibility to re-screen the worker.

7 .5 - Extended Leave Badge access privileges will be suspended for all badge holders who are on extended

Page 11 of22 Rev. 02/27/2026 authorized leave. The supervisor or the contract company is responsible for reporting any change in status to the Contract Manager and the PTD Badging Office immediately.

All cancelled badges must be returned to the appropriate Badge Office.

7.6-Expired Badges Expiration Term: All employee badges will carry an expiration date equal to the contract term or five (5) years from the date of issuance, whichever is shorter. The expiration date will be entered into the badging system to ensure automatic deactivation upon expiration.

Expired Badge Use: Any attempt to use an expired badge to gain entry will trigger an alarm in the Police Central Monitoring Station (CMS). Presenting an expired badge for access violates badge-holder responsibilities and may result in disciplinary action.

Contractor Responsibility: The contractor is responsible for monitoring and tracking badge expiration dates to ensure they align with the contract term. The contractor must ensure that all employees maintain valid, active badges throughout the duration of their authorized work.

Option Years and Re-Badging Requirements: If the contractor and the city elects to exercise option beyond five years, there must be a new background checks for all employees and submit updated badging forms including new photo for each individual prior to badge renewal.

7. 7 - Adding Access to Badges If a need arises for a badge holder to have additional access, the designated person may request it via email to the contract manager and the PTD Badging Office at ( ptd. badging@phoenix.gov ).

Section 8: Badge Holder Responsibilities

8.1 - Badge Responsibility Agreement Badge Holders shall read and sign a Badge Responsibility Agreement acknowledging their responsibilities related to safeguarding and caring for their city-issued badge. The information found in a Badge Responsibility Agreement may vary between departments and/or locations based on the level of security maintained in each area, but should include the badge holder's responsibilities outlined in Section 6 of AR 4.44.

Departments are responsible for maintaining Badge Responsibility Agreements for each badge holder.

8.2-Representing the City of Phoenix Badge holders should recognize that a City of Phoenix badge demonstrates affiliation with the City of Phoenix, and the actions of contractors and contractors vendors are closely watched by members of the public. All badge holders must act legally, responsibly, and respectfully while wearing the badge.

8.3 - Guidelines Guidelines for wearing the badge include, but are not limited to:

• While badge holders are conducting business and performing services at City

Page 12 of22 Rev. 02/27/2026 facilities, ID/ Access Badges must be always worn; displayed on the outermost garment and visible for immediate identification purposes.

• Badge holders must not loan, borrow, or share badges, keys, or PIN codes.

• The person to whom a key or badge has been issued shall be held responsible for its use until it has been properly returned to the appropriate contract manager or the PTD Badging Office.

• Any person found to be in possession of an unauthorized key or badge shall be liable for its use and may be subject to disciplinary or legal action.

• Lost or stolen badges or keys must be reported immediately.

• If badges or keys are found, employees and contract workers must notify appropriate personnel.

• Badge holders must use their assigned access cards to enter work areas that have card readers. Keys, when issued, should only be used in an emergency as it will cause alarms to be activated.

• Badge holders shall not tamper, interfere, compromise, modify, or circumvent any security system, measures, or procedures.

• Badge holders shall not allow people without a badge to follow them into a restricted or controlled environment unless being escorted by a badged employee.

• Badge holders should ensure doors are secure and never left open.

• Badge holders must take care to secure their badges and keys. They should never be left on an employee's desk or in an employee's vehicle. Alarm PIN codes must be memorized and never posted for view.

• Badges and keys must be returned to the appropriate personnel when no longer needed or upon the termination or transfer of an employee or contract worker.

• Badge holders may be charged for the cost of replacing badges or re-keying locks.

• Badge holders should question people without badges and report infractions.

• Badge holders shall not duplicate badges and/or keys.

• Badge holders shall immediately report all alarm activations that occur in error.

8.4 - Violations

Contractors and their employees may be subject to disciplinary action for violation of these policies and procedures.

For contractors, violations of this section, or any other section of this document, are punishable by temporary or permanent suspension from contracting with the City.

Contract companies and their workers may face additional fines or consequences, depending on the severity of the infraction.

Section 9: Department Responsibilities 9 .1 - Introduction The Contract Company and contract managers shall be responsible for ensuring the City of Phoenix AR.' s for Badge and Access Control and Contract Worker Background Check policies are followed by all employees and contractors. The City and contract managers must communicate the badge, access control, and background checks requirements. The required documentation needs to be sent to the PTD Badging Office at least one week prior to start of new employees and the contractor's work assignment(s).

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9 .2 - Auditing and Process Reviews Contract managers and contract companies shall perform regular employee audits to ensure employees are following the Administrative Regulations, understand their responsibilities, and that contractors are following the required procedures.

Departments shall perform regular contract worker disclosure audits and process reviews per the prescribed citywide guidelines, in conjunction with the implementation of Administrative Regulation 4.45. The City Auditor Department may also perform audits as needed.

As part of the contract manager, the contract manager shall establish procedures for controlling contractor badges and for reporting lost/stolen cards. The same care and level of authorization should be applied to contractor badges as to employee badges (see AR 4.44, sections 3 through 4F). All requirements, policies, and procedures related to contractor badges shall be documented in the contract.

9.3 - Training The contract managers are required to conduct an internal Security Badge and Access training and awareness session for employees and contract workers. The Public Works Department Security Systems Division is available to assist departments in developing and/or improving their training program.

Section 10: Special Circumstances (if applicable)

10.1 - Working for Multiple City Departments/Multiple Contracts Contract workers may be employed by multiple contract companies conducting business and performing services for the City of Phoenix. Contractors may be awarded multiple City contracts and perform services on behalf of multiple City departments. It is important for each City department to do their due diligence to ensure a proper background check has been conducted for contract workers according to the area and facility(s) assigned. This will ensure appropriate precautions have been considered to mitigate risk and liability for the City.

10.2 - Secondary Access Media There are times when contract workers are employed by multiple companies doing business with the City of Phoenix and will require multiple badges. The Designated Authorized Signer must notify the appropriate Badge hnaging Office of the Contract company names, contract numbers and expiration dates, and determine the appropriate level(s) of access based on the areas and facilities associated with the duties performed by the contract worker. Contract workers must safeguard all issued media and follow all guidelines outlined in this policy.

Section 11: Intrusion Detection (Alarm) Systems

11.1 - Introduction An Intrusion Detection System is an important tool for protecting City of Phoenix facilities. Many City facilities are equipped with Intrusion Detection Systems (burglar alarms) and other specialized systems to protect people, facilities, and assets.

These systems are electronic and can be controlled via low-voltage hardware or wireless Page 14 of22 Rev. 02/27/2026 transmitters and receivers. Sensors, such as door contacts, glass break sensors, and infrared motion detectors, connect to an alarm that is sounded when the system is compromised. Sensors are wired to a central control panel that can deactivate an alarm by entering the correct code. Properly installed, used, and maintained, City of Phoenix Intrusion Detection Burglar Alarm Systems are a real asset to the organization.

Every effective Intrusion Detection System is only as good as the department employees and the Central Monitoring Station that monitors it. Contract managers need to coordinate with Public Transit's Designated Authorized Signers to educate employees, tenants, and contract workers on the proper use of the Intrusion Detection System, how to enter the facility without unnecessarily triggering alarms, and how to report accidental alarm activations.

When Intrusion Detection Systems are misused or improperly operated, they can become a liability to the City. The Phoenix Police and Fire Departments, as well as the Central Monitoring Station, must spend a significant amount of time and money handling and responding to false alarm activations. As the occupants and system users, you may also experience the inconvenience of false alarms at the facilities you maintain.

11.2 - Alarm Permit Subscriber Permit Application Form An alarm subscriber application form is required for all Intrusion Detection Systems monitored by the City of Phoenix Central Monitoring Station. The form must be completed by Public Transit's Designated Authorized Signer and forwarded to the Police Department Code Enforcement Unit when a new Intrusion Detection System is installed.

The initial application fee is $17.00, and a cost center must be included on the application form before it is returned to the Code Enforcement Unit.

City of Phoenix facilities with an Intrusion Detection System installed that do not have a burglar alarm permit on file with the Police Department will be assessed a $96.00 fee.

Public Transit Designated Authorized Signers are required to complete the alarm subscriber permit form, including the department cost center, and return the application form to the Police Department Code Enforcement Unit immediately. Once the form is received and processed by the Police Department personnel, a permit number is assigned to the city facility for emergency response purposes. Departments may also be subject to an assessment of $105.00 for a fire alarm activation that the Fire Department responds to if there is no permit on file.

11.3 - Annual Renewal Process The Public Transit's Designated Authorized Signers and/or Responsible Party must renew the City of Phoenix Alarm Subscriber Permit and notify the Public Works Department Alarm Services staff (if the alarm system is monitored by the Central Monitoring Station) to make all necessary updates in the security system database. It is important to update the party names and telephone numbers on the permit form returned to the Police Code Enforcement Unit, and to ensure the Public Works Department system database reflects the changes.

11.4 - PIN Codes Personal Identification Numbers, or PIN codes, are programmed into the Intrusion Detection System database to allow an authorized person the ability to arm and disarm a Page 15 of22 Rev. 02/27/2026 facility's burglar alarm system by use of a keypad. Any employee or contract worker requiring a PIN code is asked to select a 4-digit number that can be programmed to the system panel in the field to communicate with the keypad. PIN codes are specific to each individual and must not be shared or loaned to others. PIN codes should be kept confidential and not be obvious or easy to guess. It is recommended that, when selecting a PIN code, the use of bankcard PIN s or the last 4 digits of a social security number be avoided for security reasons. Designated Authorized Signer and/or designees must notify the Public Works Department of any changes in status to ensure accurate data is maintained in the security system.

Generic PIN codes are not allowed for security and identification purposes but may be acceptable based on certain operational needs.

11.5 - Responsible Party The Responsible Party is the person(s) designated by the department to handle alarm activations and the person(s) responsible for responding to the facility in the event of an after-hours emergency. When alarm activations are received in the Central Monitoring Station, police staff will notify the Responsible Party of the alarm type and condition.

Police and/or Fire may request the responsible party respond to the facility. The responsible party is required to have an established PIN code, a badge and appropriate keys (where applicable) to the facility to properly investigate the alarm issue(s).

It is important for Designated Authorized Signers to identify at least three (3) people who can serve as primary contacts and responsible parties for after-hours alarm notifications.

Contact information for responsible parties must be kept up-to-date and on file with the Public Works Department, the Central Monitoring Station or their appropriate monitoring agency.

11.6 - False Alarms False alarms are a problem for everyone: the City, Designated Authorized Signers, the Central Monitoring Station and the Police Department. With the growing number of alarm systems being installed and used throughout the City of Phoenix, all facility Responsible Parties and users must be aware of how to correctly operate their internal systems.

In addition to personnel costs to the City of Phoenix, other factors affect police response to false alarms. False alarms are costly and divert police officers' time away from calls that may be real emergencies. Article IX of the City Code describes the duties of alarm subscribers, proprietor alarm owners, and alarm businesses and explains how false alarms are defined.

The majority of false alarms are caused by human error. False alarms caused by human error are the easiest to prevent. It is extremely important that Responsible Parties and users understand how to operate the alarm system to prevent unfortunate mistakes that result in a Police emergency response and unnecessary costs to the City of Phoenix.

Everybody must do their part to reduce the number of false alarms generated citywide. A few tips:

• Make sure everyone who has access to the premises knows how to operate the

Page 16 of22 Rev. 02/27/2026 alarm system and clears false alarm activations from the keypad.

Irmnediately call the Central Monitoring Station and inform security staff of any errors and false alarm activations.

If there are any changes at the facility, such as remodeling that may affect security system devices, including motion detectors or panic buttons, notify the Public Works Department Alarm Services section.

Ensure Responsible Party names and after-hours contact details are up to date .

Every person using the alarm system keypad must have their own PIN for verification purposes with the Central Monitoring Station.

During monsoon weather, the Responsible Party and/or staff should double-check all doors and windows to make sure they are secure and will not blow open.

Conduct monthly inspections of alarm system devices, such as motion detectors, to ensure there are no obstructions or dust buildup, and that building doors and windows are properly secured.

Report problems immediately to the Public Works Department Work Control by calling 602-262-6732.

11. 7 - Preventative Maintenance Inspections City of Phoenix Code requires an annual preventative maintenance inspection of all security alarm systems. Preventive Maintenance can save the City unwarranted costs, eliminate false and trouble alarms, and reduce expensive repairs when performed by the Public Works Department Alarm Services-trained professionals.

Designated Authorized Signers should establish annual auto-generating preventative maintenance inspection work orders by contacting the Public Works Department Work Control at 602-262-6732. Public Works Department Alarm Services staff can assist departments with the above process.

Section 12: Keys

12.1 - Introduction Physically keys cannot be turned off or deactivated electronically to prevent use. It is the responsibility of the Site Key Manager to train the contract workers on the importance of keeping track of keys that are issued by the City of Phoenix.

Contractors requiring keys to perform the duties of their position must safeguard them in the same manner as they would ID/ Access Badges.

There are times when a contractor and/or their workers may require a key to be issued to complete City approved work or services. A key shall be authorized only when no other reasonable means of access is available. All policies described for issuing badges to contractors and their workers must be followed to issue keys (see AR 4.44, Section 4.J.).

12.2-Responsibility of the Site Key Manager The designated site key manager is responsible for tracking all keys assigned to their site. These responsibilities include recording and maintaining all key information and updating the Public Transit's Key Controller. It is suggested that the Key Manager retain a copy of the key issue form from the key holder, to maintain an electronic record with signature and date for when that person received and returned the key.

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12.3 - Key Issue Instructions All keys are issued to the Site Key Manager by the Public Transit Key Controller. Keys will then be issued to personnel on-site and tracked by the Site Key Manager. Public Transit Key Controller requires original key issue forms with original signatures to release keys. In the event a new key needs to be made and or issued, the Site Key Manager will need to request that from the Public Transit Key Controller.

12.4 - Key Return Instructions The Site Key Manager will collect the key from the contractor and store it in a secure location. Then, Site Key Manager will update records and inform the Public Transit Key controller of the change.

12.5 -Terminated or No Longer Required Keys must be obtained from contract workers and returned to the Site Key Manager before the end of their last working day with the contracting company.

12.6 - Lost/Stolen Keys Lost and stolen keys shall be immediately reported to the Site Key Manager and the Public Transit Contract manager for the site. Site Key Manager is required to report the lost and/or stolen keys to the Public Transit Key Controller who will file a Police report and obtain a Department Report (DR) number for lost and stolen keys. If a new key is required, the Public Transit Key Controller must generate a work order by contacting Public Works Department Work Control and complete and sign a new Key Request Form for the Contractor. Depending on the type of key and what facilities are controlled by the key, departments may be required to re-key the facility and Contractor will absorb all costs associated with the re-key. Contractors will absorb all cost associated with the replacement of keys or structures; prices will be determined at the current city fee and can be changed at the city's discretion.

12.7 -Key Duplication All keys are property of the City of Phoenix. Duplication of keys by anyone other than authorized personnel is prohibited.

Section 13: Auditing 13 .1 - Introduction Frequent audits will depend on the level of security needed in each facility/area. Audits can be conducted in various forms. In high-risk areas, the contract companies may want every contractor to show their badges and keys to ensure they are still active and in the contractor's possession. In lower-risk areas, the audit can be conducted by coordinating with the company's appropriate Human Resource Department and working closely with the contract manager and Public Transit Badge Office. Any questionable issues related to auditing badges, access, or keys should be researched, and the appropriate action taken to ensure assigned badges and keys are with the correct personnel and that access is restricted to approved areas only.

The Site Key Manager shall periodically conduct visual reviews to confirm that employees retain possession of all keys assigned to them. At a minimum, the Site Key Manager must perform a comprehensive 100% key inventory audit once per year. Upon completion of the annual audit, the Site Key Manager shall provide the audit results to the Public Transit Key Controller.

The Site Key Managers are responsible for developing an audit plan to review access in their areas at least once annually (for high-risk areas, it is recommended that audits be

Page 18 of22 Rev. 02/27/2026 performed more frequently). The audits should include, but not be limited to:

A.R. 4.45

• Contract Worker Disclosure Forms copies for each contract worker

• Review of contract company files

• Name of firm and/or internal staff that conducted the background checks o Type(s) of Background Checks conducted o Background Check results

• Confirmation that the contract worker is still employed with the company

• Confirmation that the contract worker has an active badge in their possession

A.R. 4.44

• Contractor's badge (physical inspection)

• Badge access ( electronic access)

• Keys (physical inspection)

• Contractors with PIN Code access ( electronic access via burglar alarm system keypads)

The City of Phoenix Auditor may also conduct audits as deemed necessary.

12.2 - Violations Violations of the Badge and Access Controls and Contract Worker Background Check Administrative Regulations may result in disciplinary action.

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Sample Badge Templates

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Contractor Badges CJIS Background

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