Attachment_21_-_Contractor_handbook_23_Mar_2012_with_header.doc

Attachment 21 FA4855-13-R-0009

Cannon AFB

Contractor

Handbook

Sponsor/Employee

Pass Control

23 Mar 2012 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 sponsor 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 sponsor. 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 Sponsor Block will be checked. The contractor will submit the completed form with the E-VERIFY form to the Contracting Squadron who will in turn, submit the same to the Pass and Registration Section.

3. The contractor's approved sponsor 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/S5P) one (1) days prior to the needed pass date. Shorter turnaround (1 - 2 days) may be requested on a case-by case basis, only S-Badge holders can sign employees/vendors on to the installation. 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, they will be arrested on the spot and turned over to the proper authorities. The contractor's S-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.

4. Contract employees are required to personally pick up their respective passes on the next day after submission of paperwork. Contract/Vendor employees must bring the following items with them when picking up their individual pass: a valid photo identification and proof of social security number. Any valid state or federal form of picture ID is sufficient. For proof of social security number, the following will suffice: original 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.

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:

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

b. SSAN: Social Security Number.

c. DOB: The employee’s date of birth in MM/DD/YYYY format only.

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 local 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. Place of Birth: Self explanatory Section 3 - Pass Information:

a. Pass Dates: Pass to be issued for 1 year from the employee's expected start date, not to exceed the S-Badge holders access dates.

b. Authorized Days: Include the days that employee will be required to work, not to exceed the S-Badge holders access days (usually Monday thru Friday).

c. Authorized Hours: Include the work hours required in your contract, not to exceed the S-Badge holders access hours. Use military clock time. (i.e. 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 S-badge holders are authorized to request worker passes. S-badges (sponsor 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 S-Badge holders so that whichever one is available for signature may sign, without having to reaccomplish the form if authorized individual is unavailable.

6. 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 S-Badge holder as the sponsor. The visitor pass may be issued initially for one (1) day 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!

7. Worker 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 Law Enforcement Desk only.

8. S-badge holders and individuals signing workers on and vendors must attend the S-badge class provided by Pass and Registration on annual basis (upon renewal of S-badge). The class is held the 1st of every month unless the 1st falls on the weekend then it will be the following Monday at 0900 at the Building 575, 122 Arcadia Ave (Security Forces), unless told otherwise by Contracting or the Army Corps of Engineers.

Additional Information

Vehicle Entry:

1. Commercial vehicles, van size or smaller may enter the base through either the north(main) gate or south(Portales) gate. If entering through the main gate, commercial vehicles must use the center lane, even if closed. Passengers will need to exit the vehicle, show identification, and open doors/panels/tool boxes and hood. If entering the Portales gate, all vehicles proceed to the inspection area.

2. All larger vehicles, or vehicles with loaded trailers, must use the Portales gate, and proceed to the inspection area.

Miscellaneous:

1. Gasoline / Diesel fuel, tobacco products or alcohol Cannot be purchased by contractors, workers, or S-Badge holders on the installation.

2. Daily consumables may be purchased at the Shoppette.

3. Facilities serving food/drinks for purchase are: Burger King, Taco Bell Express, The Landing Zone, The Drop Zone, Bowling Lanes, Golf Course Grill, and the Base Exchange food court.

4. Firearms are not permitted on the installation.

5. Use of a cell phone unless using a hand-free device is not permitted while driving.

6. Use of seatbelts is required.

7. Motorcycle riders must abide by Air Force and local policies. See Pass and Registration personnel for guidance and instructions.

Please forward all questions to Mr. Scott Biekkola, Pass and Identification, (575)784-4499 e-mail, scott.biekkola@cannon.af.mil or Mr. Terry Vaughn at (575)784-2400, e-mail terry.vaughn@cannon.af.mil

REQUEST FOR BACKGROUND CHECK AND/OR BASE PASS

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

Sponsor Pass

2. CONTRACT EMPLOYEE AND VEHICLE INFORMATION

As Appears on D.L.

His/Her Company Name

DL/ID

3. PASS INFORMATION

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, Golf 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 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.

Sign and date upon turn in

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

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

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)

23 Mar 12