IFB_5000_ALD1022_ATT_4_v1.docx

Attachment B – Security and Access Requirements

1. ACCD Contractor or Subcontractor Access Requirements

1.1. Authorized ID and access to those acting as a Contractor or Contractor’s Subcontractor who are providing services at Austin Convention Center Department (ACCD) must adhere to the security requirements defined below. Violation of the applicable requirements below may result in the Contractor or its Subcontractor to be removed from ACCD facility or property.

1.2. Other than ACCD and in-house contractor employees, and unless other arrangements are made with the Contract Manager, persons conducting business with Austin Convention Center (ACC) are required to enter through and check in at the Security Operations Center located on 3rd St/Red River. Persons conducting business with Palmer Events Center (PEC) are required to enter through the garage service entrance and check-in with the PEC Security Operations Center or PEC Administrative Offices. Any other means of access entry into the facilities are unauthorized.

1.3. Contractors, Contractor’s Subcontractors or others who are providing services at ACCD shall be issued Temporary Badge/Access, which may be an ACCD Photo or Non-Photo ID Badge.

1.4. All persons not directly escorted by an ACCD employee must clearly display an access/ID device while on ACCD facility premises.

1.5. Use of ACCD access/ID devices to access any part of ACCD facilities for non-business purposes (events, shows, etc.) is prohibited.

1.6. Any ACCD employee may check an individual’s status or contact Security Operations Center whenever observing person(s) in non-public areas of ACCD facilities who are not being directly escorted by an ACCD employee or who are not displaying any required access/ID devices.

1.7. Restricted areas of the facility with signs stating “Authorized Personnel Only”, “Restricted Access”, Client Access Only” or “No Access” are off limits to all persons except those authorized.

1.8. Unless authorized by ACCD Management, exterior access into ACCD facilities using keys is prohibited.

1.9. Under no circumstances shall any person issued an access/ID device, allow another person entry into any ACCD facility using their access/ID device. This includes “piggy-backing” through access doors or gates. Any person with an ACCD ID badge or access device who allows another person to enter using their access privileges should bring the person directly to the Security Operations Center to be checked-in.

1.10. Due to security and safety concerns, Contractors and Contractor’s Subcontractors conducting business at ACCD, are not allowed to walk through the open service yard vehicle gates to enter or exit the service yards. Entry and exit should be by way of the designated pedestrian gates and walkway using appropriate access/ID devices and check-in procedures.

1.11. Pedestrian traffic through ACCD’s service yards and exhibit halls is restricted to authorized persons during event/show move-in and move-outs. Children under seventeen (17) are prohibited from ACCD service yards and exhibit halls during move-in and move-outs.

1.12. During periods where there is no move-in or move-out traffic in the service yards, only persons with legitimate business needs are allowed into the service yards.

1.13. Temporary badge/access devices issued to contractors, subcontractors or temporary workers must be returned to the Security Operations Center at the completion of the ACCD work assignment. Non- photo temporary badges must be returned at the end of the employees work shift/assignment. Failure to return temporary badges/access devices at the completion of work assignments may lead to future ACCD facility access restrictions.

1.14. Access to ACCD’s buildings by Contractor and Subcontractor personnel will be strictly controlled by ACCD. Security badges will be issued by ACCD. ACCD may deny a badge for reasonable cause.

1.15. If denial of access prevents the Contractor from performing any portion of the Contract, the Contractor shall notify the ACCD’s Contract Manager within one (1) hour.

1.16. Badges may not be taken off premises unless given prior authorization from ACCD.

1.17. Failure to comply may result in removal from the worksite.

2. ACCD Security

2.1. The Contractor and their employees shall be required to report to the Security Control Center upon arrival and departure to sign in and out. The Contractor shall obtain a security badge from Security Control Center upon arrival. This security badge shall be worn at all times while on duty. Badge must be worn above the waist and on the outer most garments. The Contractor shall return the badge to the Security Control Center upon sign out, and prior to leaving the facility. Under no circumstances shall any individual sign another in or out, including ACCD employees.

2.2. The security badge may not grant access to some restricted areas. The Contractor’s employees shall comply with all security restrictions. Violations may result in the removal of an employee from the premises.

3. AIRPORT SECURITY CLEARANCE AND IDENTIFICATION (ID)

3.1. Airport Security: Access to the premises must be strictly controlled. Officers, employees, or agents of the Contractor shall never enter a restricted or operational area of the airport without the express permission of ABIA or any governmental bodies having jurisdiction. Contractor assumes full liability from any such unauthorized incursions.

3.2. Security Badges: Contractor and employees assigned to work on Airport premises under this contract shall be required to obtain a security badge (as described in US CFR 49 Part 1542.209) which must be worn at all times while within security restricted areas of ABIA premises. Security badge access will be limited to the minimum amount of access portals necessary. All Contractor employees, subcontractors or agents must comply with all airport and related Federal security restrictions. Violations may result in the Contractor receiving a TSA fine and/or the dismissal of the employee from the ABIA premises. Contractor shall reimburse ABIA for any fines or penalties assessed against ABIA that are attributed to the Contractor’s non-compliance.

3.3. Background Investigation: An application for each security badge can be obtained from the Airport Security and I.D. Section. A minimum ten (10) year background investigation and fingerprinting will be conducted on all applications for security badges. The City of Austin, Department of Aviation shall incur the initial costs of fingerprint check and administrative fee for Contractor personnel that require access to the airport site.

3.4. Badge Fees: The City of Austin, Department of Aviation shall incur the cost of the airport security badge, for each Contractor employee, subcontractor or agent assigned to work on this contract and requires access to the airport site. Contractor is responsible for replacement costs and any other fees associated with lost security items. Any lost, stolen, or misplaced security badges will be replaced at an additional cost to the Contractor as follows: 1st replacement - $100; 2nd replacement - $200; 3rd replacement - $300; etc., plus $55 admin fee. Upon expiration of this contract, the Contractor shall return all security badges to the Airport Security and Identification Office. Contractors will be charged $100 for each non-returned, non-expired badges over 30 days outstanding. Loss or failure to return a non-expired security access badge or other security item will result in a fee of $500.00 per badge to be deducted from contract payment after the contract has expired/closed.

3.5. Each employee, subcontractor or agent who receives an airport security badge will be required to attend and successfully complete an Airport Safety and Security Training and Familiarization class, approximately one (1) hour in length, at no cost to the Contractor.

3.5.1 The Contractor shall comply with all other security requirements imposed by the City. The City will provide the Contactor with written notice of any revision to the security requirements. Contractor shall ensure that all employees and subcontractors are kept fully informed of all security requirements and shall update employees, subcontractors and agent as those requirements are revised.

4. RUTHERFORD LANE CAMPUS (RLC) Security Requirements

4.1. The Contractor and their employees shall be required to report to the Security desk in Building 1 upon arrival and departure to sign in an out. A valid photo ID must be shown to Security.The Contractor shall obtain a security badge from Security upon arrival. This security badge shall be worn at all times while on duty. Badge must be worn above the waist and on the outer most garments. The Contractor shall return the badge to Security upon sign out, and prior to leaving the facility. Under no circumstances shall any individual sign another in or out, including COA employees. In high security areas, the Contractor and their employees must be escorted at all time by a BSD employee.

5. AUSTIN WATER SECURITY BADGE PROCESS

5.1. The Austin Water SP-1070 procedure will be provided once contract is finalized which outlines strict facility security protocols to protect personnel, assets, and the public water supply.

5.2. Unescorted access requires contractors to clear a mandatory fingerprint-based criminal background check and receive an Austin Water authorized identification badge.

5.3. Escorted access is heavily restricted, generally limited to single-day visits or emergency situations, and requires a dedicated Austin Water employee escort at all times.

5.4. Contractors must sign an acknowledgment of the security rules, properly display their Austin Water ID badges, and coordinate entry procedures with the Central Security Operator.

5.5. Access authorization can be revoked immediately for security violations, badge sharing, facility damage, or disqualifying criminal offenses.