Attachment 11 - Cannon AFB Contractor Security Handbook March 2009.pdf

Attachment 11 FA4855-10-R-0006 9 March 2009

Cannon AFB

Contractor

Handbook

Escort/Employee

Pass Control

04 March 2009

Safe and secure daily operations on and around Cannon Air Force Base should be on the minds of all personnel working at Cannon and detached organizations assigned to Cannon. This includes contractor personnel performing base operational support services and construction services at Cannon, to include their subcontractors and suppliers. In order to adequately maintain these safety and security requirements, the following procedures have been adopted for the processing of contractor/subcontractor/supplier personnel entering Cannon AFB for the purpose of providing extended services.

1. Contractors/Vendors requesting access to Cannon AFB will follow all base security procedures. No year pass will be issued to individuals needing access once to twice a month;

these passes are for individuals needing access weekly, daily to perform their job. Vendors and contractors needing access monthly will stop for a daily pass from Pass and Registration.

2. The Prime Contractor, identified on the face of the contractual document, will determine who within their organization will be responsible for performing escort duties. This will typically be the contractor's program manager or superintendent for the contract and may involve two or more individuals, depending on the size or coverage of the contract. Services involving multiple performance sites may require more than one designated escort. The prime contractor will identify individual(s), using the Request for Background Check and/or Base Pass form

(Attachment 1). The form will be completed using the same instructions outlined in paragraph 5 below, with the exception that the Escort Block will be checked. The contractor will submit the completed form to the Contracting Squadron, who will in turn, submit the same to the Pass and

Registration Section.

3. The contractor's approved escort shall complete the Request for Background Check and/or

Base Pass form (Attachment 1) for all contractor and subcontractor employees and vendors requiring access to Cannon and submit the completed forms to 27th Security Forces Squadron, Pass and Registration Section (27 SFS/SFOXI) five (5) days prior to the needed pass date.

Shorter turnaround (2 - 4 days) may be requested on a case-by case basis, only E-Badge holders can sign employees/vendors on to the installation. The contractor's E-badge holder, not the contract employee, shall be responsible for submitting the paperwork to Pass and Registration.

Please note that Pass and Registration cannot accept faxes or copies of pass requests. During this approval period, Pass and Registration will conduct a Security Forces Management

Information Systems (SFMIS) check, and Social Security Account Number (SSAN) verification.

The SFMIS is a local data base of individuals who have been barred from entering the installation and is maintained by Security Forces. If an individual's SSAN cannot be verified, or if the individual name is found on the SFMIS listing, that individual will be denied access to

Cannon.

4. Contract employees are required to personally pick up their respective passes on the 5th day after submission of paperwork, unless a shorter period has been arranged. Contract/Vendor employees must bring the following items with them when picking up their individual pass: a photo identification and proof of social security number. Any form of picture ID is sufficient.

For proof of social security number, the following will suffice: original social security card, a copy of the social security card, a notarized letter from the Social Security Office, an I-9 immigration form, pay stub, or any other official proof of social security number. If a vehicle pass is also being issued, contract employees must have their driver's license, vehicle registration, and proof of insurance. At this time, the Pass and Registration Section will also conduct a National Criminal Investigation Check (NCIC) for each employee. This process should only take a few minutes. The contractor/subcontractor/vendor should be aware that if any individual shows up on the NCIC with an active warrant, the individual will be arrested on the spot and turned over to the proper authorities.

5. Contractor is responsible for ensuring the Request for Background Check and/or Base Pass form is completed correctly, and shall insert "N/A" where a block is not applicable. Incorrectly completed paperwork will be returned for reaccomplishment. No pen and ink changes are authorized. The following instructions are applicable in completing the attached form:

From: Complete with your company name and complete address and phone number.

Date: Self explanatory.

Section 1: Check the applicable box or boxes.

Section 2 – Contract/Vendor Employee and Vehicle Information:

a. Contract Employee's Full Name: Self explanatory.

b. SSAN: Self explanatory.

c. DOB: The employee’s date of birth.

d. Employer: Contractor's Company Name (if employee is with a subcontractor, the sub-contractor's company name is inserted).

e. Complete Address: Employee's complete address.

f. Home Phone: Employee's home phone number to include area code.

g. Work Phone: Employee's work phone number to include area code.

h. Driver's License Number: Self explanatory. Verify by looking at the individual's driver's license.

i. State: Self explanatory.

j. Vehicle Identification Number (VIN): Self explanatory. Verify by looking at the vehicle registration.

k. Vehicle Make: Self explanatory. Verify by looking at the vehicle registration.

l. Vehicle Model: Self explanatory. Verify by looking at the vehicle registration.

m. Year: Self explanatory. Verify by looking at the vehicle registration.

n. Tag: Self explanatory. Verify by looking at the vehicle registration.

o. State: Self explanatory.

p. Color: Self explanatory.

q. Insurance Company: Self explanatory. Verify by looking at the insurance card.

r. Insurance Valid Dates: Self explanatory. Verify by looking at the insurance card.

Section 3 - Pass Information:

a. Pass Dates: Pass to be issued for 1 year from the employee's expected start date.

b. Authorized Days: Include the days that employee will be required to work (usually

Monday thru Friday).

c. Authorized Hours: Include the work hours required in your contract (usually 0700 to

1600).

d. Destination: Indicate location of contract work. If employee will be working on various projects on base, indicate "basewide." A "basewide" destination does not authorize contract employees free run of the entire base; they are authorized "basewide" access to fulfill contract work only.

Full Name of Person Authorized to Sign Requests: Only E-badge holders are authorized to request worker passes. E-badge (escort passes) are authorized by sponsoring agencies only (i.e., 27th Contracting Squadron or Army Corps of Engineers). The form may contain the names of all E-badge holders so that whichever one is available for signature may sign, without having to reaccomplish the form if authorized individual is unavailable.

5. Contract workers may request a pass for more than one personal vehicle; however, a separate vehicle pass request must be completed for each vehicle.

6. Fleet vehicles will not be registered on base under a non E-badge holder. E-badge holders are the only individuals authorized to sign for fleet vehicle passes. If you add a fleet vehicle to a worker pass request, the personal pass will be issued; however, the vehicle pass will be denied.

7. When fleet vehicle passes are nearing expiration, complete a new pass request form for each vehicle and submit to Pass and Registration along with a copy of the insurance and registration prior to the expiration date. By submitting the paperwork ahead of time, the Pass and

Registration staff will be able to process the paperwork without the requestor having to wait while the paperwork is processed. The Pass and Registration staff will call the requestor when the passes are ready for signature and pick up.

8. Please note, if a contract worker will be on base for only a short time for contract performance, Pass and Registration can issue a visitor's pass to the worker(s) with the E-badge holder as the sponsor. The visitor pass may be issued initially for five (5) days while the worker awaits completion of the background check. Remember, these individuals have not been granted unescorted access like other pass-holding contract workers; therefore, the sponsor is responsible for the sponsored individual's every move!

9. Contractor Passes will not be issued at the Portales Gate. The only passes that may be issued at

Portales gate will be on a case by case and will be approved by the desk only.

10. E-badge holders and individuals signing workers on and vendors must attend the E-badge class provided by Pass and Registration on annual basis (upon renewal of E-badge). The class is held the 1 st of every month unless the 1 st falls on the weekend then it will be the following

Monday at 0900 at the Building 575 (Security Forces), unless told otherwise by Contracting or the Army Corps of Engineers.

Please forward all questions to Mr. Scott Biekkola, CIC of Pass and Identification, 784-4499 e-mail, scott.biekkola@cannon.af.mil or Mr. Terry Vaughn at 784-2400, e-mail terry.vaughn@cannon.af.mil mailto:scott.biekkola@cannon.af.mil mailto:terry.vaughn@cannon.af.mil

REQUEST FOR BACKGROUND CHECK AND/OR BASE PASS

TO: FROM: (CONTRACTOR PROVIDE FULL ADDRESS AND PHONE NUMBER) DATE:

27 SOSFS/S5

Your Company Name and Address, Phone #

Date Completed

1. Request the individual and vehicle (if applicable) listed below be granted access to Cannon AFB for the performance of contract work. The following actions are requested (please check the applicable blocks below).

Background Check Worker Pass Escort Pass Vehicle Pass

2. CONTRACT EMPLOYEE AND VEHICLE INFORMATION

CONTRACT EMPLOYEE’S NAME SSAN DOB (MMDDYYY) EMPLOYER (CONTRACTOR COMPANY)

As Appears on D.L.

His/Her Company Name

COMPLETE ADDRESS HOME PHONE (TO INCLUDE AREA CODE) WORK PHONE (TO INCLUDE AREA CODE)

No PO Box, needs to be an actual

LOCAL address

One needs to be LOCAL One needs to be LOCAL

DRIVER’S LICENSE NUMBER STATE

If he/she works in NM it needs to be a NM D.L.

3. PASS INFORMATION

PASS DATES (NOT TO EXCEED 1 YEAR) AUTHORIZED DAYS (i.e., Mon-Fri) AUTHORIZED HOURS (i.e., 0700-1600) DESTINATION (i.e., Bldg xxx, R/W xxx)

End Date not to exceed E-

Badge

Cannot exceed E-Badge Cannot exceed E-Badge Cannot exceed E-Badge

The above named individual was instructed that this pass is to be used for entry onto Cannon AFB for the sole purse of completing contract work assignments only. He/she was further instructed that this pass does not authorize any base privileges (i.e., Base

Exchange, Shoppette, etc.).

At the time of requesting above pass, the individual must have in their possession their social security card and some local, state, or federal form of picture identification. If requesting a vehicle pass, the individual must have a valid driver's license, insurance documents, and vehicle registration.

All employees must pick up their passes in person and should be aware that a National Criminal Investigation Check (NCIC) will be conducted at that time. If the individual is found to have an active warrant on file, he/she will be arrested on the spot and turned over to the proper authorities for further action.

All sponsoring agencies are responsible for passes issued under their contract. When a contract is terminated or an employee is terminated or quits, the pass is to be recovered by the sponsoring agency and returned to Pass & Registration. In the event the sponsor is unable to retrieve the pass from a terminated employee, the sponsor must notify Pass & Registration in writing the next duty day.

FULL NAME OF PERSON AUTHORIZED TO SIGN REQUESTS DUTY PHONE SIGNATURE DATE

First M. Last (XXXX) last 4 LOCAL #

Sign and date upon turn in

4. ENDORSER (TO BE COMPLETED BY PASS & REGISTRATION PERSONNEL)

CLERK WHO FILLED PASS PASS NUMBER DATE ISSUED

Please fill out below if the pass is a second issue (to be completed by Pass & Registration clerk).

SECOND ISSUE: CLERK WHO FILLED PASS PASS NUMBER DATE ISSUED

PRIVACY ACT NOTICE

Privacy Act 1974 as Amended may apply--this communication contains personal information which must be protected IAW DOD

5400.11R, and is FOR OFFICIAL USE ONLY (FOUO) 27 Aug 07