Document Security Notice.doc

GS-01P-10-BW-C-0044

Cafeteria Food Services at the John F. Kennedy Federal Building ,15 New Sudbury Street, Boston

MA 02203

Request for Inventory Documents Exhibit _______________

Attachment _______________

Solicitation GS-01P-10-BW-C-0044

DOCUMENT SECURITY

NOTICE TO PROSPECTIVE BIDDERS/OFFERORS

This solicitation includes Sensitive But Unclassified (SBU) building information. SBU documents provided under this solicitation are intended for use by authorized users only. In support of this requirement, GSA requires bidders/offerors to exercise reasonable care when handling documents relating to SBU building information per the solicitation.

REASONABLE CARE:

1. Limiting dissemination to authorized users. Dissemination of information shall only be made upon determination that the recipient is authorized to receive it. The criterion to determine authorization is need-to-know. Those with a need-to-know are those who are specifically granted access for the conduct of business on behalf of or with GSA. This includes all persons or firms necessary to do work at the request of the Government, such as architects and engineers, consultants, contractors, sub-contractors, suppliers, and others that the contractor deems necessary in order to submit an offer/bid or to complete the work or contract, as well as maintenance and repair contractors and equipment service contractors.

NOTE: It is the responsibility of the person or firm disseminating the information to assure that the recipient is an authorized user and to keep records of recipients.

Authorized users shall provide identification as set forth below:

Valid identification for non-Government users. Authorized non-Government users shall provide valid identification to receive SBU building information. The identification shall be presented and verified for each dissemination. Valid identification shall be all items (a) through (c), below, and including item (d), as necessary:

(a) A copy of a valid business license or other documentation granted by the state or local jurisdiction to conduct business. The license at a minimum shall provide the name, address, phone number of the company, state of incorporation, and the name of the individual legally authorized to act for the company. The business must be of the type required to do the work. A general contractor’s license may be substituted for the business license in states that issue such licenses. In the rare cases where a business license is not available from the jurisdiction, the information shall be provided and testified to by the submitter; and

(b) Verification of a valid DUNS Number against the company name listed on the business license or certification. Verification may be obtained through http://www.fpdc.gov, or by calling Dun & Bradstreet at 703-807-5078 to set up an account; and

(c) A Valid IRS Tax ID Number of the company requesting the information; and, as necessary,

(d) A Valid picture state driver’s license shall be required of person(s) picking up SBU documents. Phone verification must be made to a previously validated authorized user that the individual(s) picking up the documentation is authorized to do so by the company obtaining the documents. SBU documents will not be released to any individual or firm who has not, either previously or at the time of pickup, supplied the required documentation as outlined in paragraphs (a) through (c), above.

2. Retaining and destroying documents. The efforts required above shall continue throughout the entire term of the contract and for whatever specific time thereafter as may be necessary. Necessary record copies for legal purposes (such as those retained by the architect, engineer, or contractor) must be safeguarded against unauthorized use for the term of retention. Documents no longer needed shall be destroyed (such as after contract award, after completion of any appeals process or completion of the work). Destruction shall be done by burning or shredding hardcopy, and/or physically destroying CD’s, deleting and removing files from the electronic recycling bins, and removing material from computer hard drives using a permanent erase utility or similar software.

3. Term of Effectiveness. The efforts required above shall continue throughout the entire term of contract and for what specific time thereafter as may be necessary, as determined by the Government. Necessary record copies for legal purposes (such as those retained by the architect, engineer, or contractor) must be safeguarded against unauthorized use for the term of retention.

4. Written agreement of disposal. For all contracts using SBU building information, the contractor shall provide a written statement that he and his subcontractors have properly disposed of the SBU building documents, with the exception of the contractor’s record copy, at the time of Release of Claims to obtain final payment. Documents no longer needed shall be destroyed (such as after contract award, after completion of any appeals process or completion of the work). Destruction shall be done by burning or shredding hardcopy, and/or physically destroying CDs, deleting and removing files from the electronic recycling bins, and removing material from computer hard drives using a permanent erase utility or similar software. The recipient acknowledges the requirement to use reasonable care, as outlined above, to safeguard the documents and, if not awarded, the contract (and at the completion of any protest/appeal process) will make every reasonable and prudent effort to destroy or render useless all SBU information received during the solicitation.

I agree that I will abide by this agreement and will only disseminate Sensitive But Unclassified (SBU) building information to other authorized users under the conditions set forth above.

Signature:______________________________________________

Title:__________________________________________________

Date:__________________________________________________

Copy of business license attached

DUNS Number:_________________________________________

Verified:

Yes

No

IRS Tax ID Number______________________________________

GENERAL SERVICES ADMINISTRATION

Washington, DC 20405 Attachment 1

Examples of Sensitive but Unclassified Building Information A. Sensitive but unclassified (SBU) information

Any document (including drawings, specifications, virtual modeling, reports, studies, analyses) containing information that could pose a security risk, such as those identified below, may be SBU. The following is a representational, but not complete, list of information that may be SBU.

1. Location and details of secure functions or space in a building. Examples:

· Judges’ parking, chambers, and libraries.

· Prisoner or judges’ secure circulation paths or routes (both vertical and horizontal).

· Secure elevator locations.

· Detention or holding cells.

· Sally ports.

· Security areas.

· Childcare centers.

· Major computer processing areas or other client-sensitive processing and communications areas (such as major photo or computer facilities).

2. Location and details of all utilities. Examples:

· Heating, ventilation, air conditioning (HVAC).

· Information technology (IT) systems.

· Air intake vents.

· Water sources.

· Gas lines.

· Plumbing lines.

· Building automation systems.

· Power distribution systems.

· Telephone and cable distribution systems.

· Emergency generation equipment.

· Uninterrupted power sources (UPS).

· Security and fire alarm systems.

· Routes and annunciation panels.

3. Location and type of structural framing for the building, including any information regarding structural analysis. Examples:

· Progressive collapse.

· Seismic.

· Building security.

· Blast mitigation.

· Counterterrorism methods taken to protect the occupants and the building.

4. Risk assessments and information regarding security systems or strategies of any kind. Examples:

· Camera locations.

· Nonpublic security guard posts (i.e., number, location, operations).

B. Nonsensitive information

Any document (including drawings, specifications, virtual modeling, reports, studies, analyses) that does not contain information considered a security risk, or in which specific SBU building information, as identified above (e.g., structural columns, location of utilities), has been redacted before release or presentation to the public, is not SBU. Examples:

· Interior and exterior photographs limited to publicly accessible space or those that have been cleared for publication by GSA or the agency responsible for the space.

· Models.

· Building elevations.

· Sketches, tentatives, renderings, conceptual and space-planning drawings, floorplans or layouts.

· Building footprint and massing plans.

· Building drawings with SBU information redacted or shown as generic space.