Security_Procedures_Attachment.pdf

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SECTION 01 3553 – NATIONAL GALLERY OF ART SECURITY PROCEDURES

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

A. The Contract Documents are complementary. In the event of inconsistencies among the Contract Documents, contract clauses of the referenced Federal Acquisition Regulation (FAR) govern over the contract clauses of Section 01 Specifications of this Project.

1.2 REGULATIONS

A. Background checks are required for all Contractor personnel working in the Gallery. Contractor's personnel working at the NGA are required to comply with the "Regulations Governing the National Gallery of Art Buildings and Grounds" as provided at the end of this Section.

B. NGA’s Office of Protection Services (AOP) will perform a background check on each employee of the Contractor proposed to work in the NGA. Because of the NGA’s mission and the potential for risk in permitting access to secured areas, there is no guarantee that access badges will be issued to Contractor employees. NGA reserves the right to deny access to any specific employee of the Contractor at the NGA’s discretion, based on results of the required background checks.

NGA also reserves the right to deny access to Gallery areas during times when the Gallery is closed and to deny access to non-public areas. NGA further reserves the right to revoke an issued ID badge. The Contractor agrees to accept the NGA’s determination regarding access and, by signing the Contract, waives any right to challenge the NGA’s decision to reject any specific employee of the Contractor.

C. Failure to inspect the site or to obtain knowledge of the NGA's security rules and regulations including, but not limited to, those contained or referenced in this Specification shall not relieve the Contractor from performing the contracted Work or complying with NGA rules and regulations.

D. All work restrictions required during construction activities included in this Section, and otherwise included in the Work, are subject to change when the Threat Advisory Level is raised above Code Yellow “Elevated” status by the Department of Homeland Security and adopted by the NGA. The COTR will advise the Contractor of additional work restrictions initiated by AOP should a change in the Threat Level Advisory occur.

1.3 USE OF PREMISES

A. General: Limit use of the NGA premises to work in areas indicated. Do not disturb portions of the site beyond areas in which the Work is indicated.

1. Limits: Confine construction operations to areas within Contract Limits indicated.

2. The Contractor is required to submit a written request three (3) working days in advance to the COTR for work required in areas beyond the Contract Limits. Obtain the COTR's approval prior to initiating requested Work. Each written request must include hours, dates, intended work, and personnel required to perform the Work.

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B. Use of Existing Building: Maintain existing building in a weathertight condition throughout the construction period. Repair damage caused by construction operations. Protect building and its occupants during construction period.

1. A penetration to any surface of the building's exterior envelope is allowed only when clearly shown on the Contract Documents. Penetrations made to the exterior of the NGA buildings require a written request three (3) working days in advance to the COTR. Access and security procedures will be coordinated by the COTR.

2. Penetrations through perimeter walls, roofs, windows, doors, etc. must be secured in a manner acceptable to the COTR, AOP and AFM prior to the Contractor's close of business each day. A joint inspection of the site must be made with the Contractor's Field Supervisor, the COTR, AOP and AFM before dismissing field personnel.

C. Property Passes: Construction personnel entering NGA buildings with personal property, including construction-related tools, equipment and drawings, will be issued an NGA Property Pass signed by an NGA authorized representative. The Property Pass, or a previously issued memorandum from the COTR approved by AOP, will be required in order to exit the building with personal property.

1. Contractor has the option to provide a lockable gang box for storing tools and equipment used daily on site. Coordinate the delivery and placement of the gang box with the COTR.

D. Parking: Not available on the NGA premises on a daily basis. When the Contractor requires frequent access to a vehicle for equipment or materials, parking may be available on a case by case basis. The Contractor must submit a written request three (3) working days in advance to the COTR for each vehicle requesting a parking permit. The COTR will advise the Contractor of approval or disapproval by the NGA Parking Coordinator prior to the Contractor parking vehicles on the NGA premises. Each written request must include hours, date, model and year of vehicle, license number, any identification on vehicle (company name, logo, etc.), and personnel responsible for vehicle while parked on the NGA premises.

1. The Contractor's access to the vehicle will be monitored by AOP and, if the use is observed as infrequent or non-essential, AOP will alert the COTR and instruct the Contractor to remove the vehicle.

2. If approved and issued by the Parking Coordinator, NGA will issue only one (1) parking permit for a contracting firm and additional permits for their subcontractors on a case-by-case basis.

No parking permit will be issued for a period in excess of two (2) consecutive days.

E. Use of Loading Dock: When the Contractor requires the use of the Loading Dock, or other designated NGA location as determined by the COTR, to deliver materials and to remove construction debris, a three (3) work day advance written request to the COTR is required.

Obtain the COTR's approval prior to using the loading dock. Each written request must include hours, dates, model and year of vehicle, license number, any identification on vehicle (company name, logo, etc.), and personnel responsible for vehicle while located at the NGA.

1.4 FIELD PERSONNEL

A. Background Checks: Within fifteen (15) days of the Notice to Proceed and within seven (7) work days prior to commencement of work in any area of the building or grounds, the Contractor is to

01 3553-3 submit to the COTR completed security forms for each employee assigned to this Project. No employee will be granted access to the building or site until AOP has granted authorization.

1. Transmit the following completed forms and information from each Contractor employee to the COTR:

a. A National Gallery of Art Authorization for Release of Information form provided at the end of this Section.

b. A clear, legible photocopy of an official U.S. Federal or State issued photo identification document issued to the employee.

2. Submit information only for those individuals scheduled to work on site.

3. Submit additional names when personnel not already on the list are proposed to work at the site no less than seven (7) work days prior to personnel reporting to the site.

4. Should suitability issues be discovered which would preclude an individual from being granted access to the premises, AOP will advise the COTR who will notify the Contractor so that arrangements can be made for a replacement. The review time of any proposed replacement personnel will also require seven (7) work days to process.

5. NGA issues two (2) types of access badges to Contractor employees. Permanent (limited NGA Access ID) badges and temporary (escort required) badges. Each type of badge has certain responsibilities and privileges. It is completely at the NGA’s discretion as to which type of badge is issued to the Contractor’s employees. Each employee must wear the badge in a visible manner at all times when on NGA property.

a. A permanent badge permits unaccompanied access to most NGA areas. The permanent badge is issued for a stated period of time, and is held by the Contractor’s employee until the expiration date or the time when the NGA requests its return.

b. The temporary badge is issued on a daily basis and must be returned to AOP when exiting the NGA. Employees with temporary badges must be escorted by either AOP or by a Contractor employee with a permanent badge (only as approved in advance by AOP) at all times when in the NGA during non-public hours and when in non-public areas.

6. With the COTR and AOP’s approval, Contractor personnel may obtain a limited NGA Access

ID badge (permanent) if the scope of Work requires the Contractor personnel to coordinate construction activities in multiple Project sites. A seven (7) work day advance written request should be submitted to the COTR along with the following completed form (in addition to those required above):

a. NGA ID Request and Access Form available from the COTR, signed by the Department or Division head. Additionally, the COTR must annotate the time span for the badge, not to exceed one (1) year.

b. Optional Form 306-0182 Declaration for Federal Employment.

B. Escorts are required whenever Contractor employees are to work at the NGA during non-public hours, in non-public spaces, or as otherwise determined by AOP. Contractor must request escorts by written request to the COTR by the close of business on Wednesday of each week for work to be performed the following week. Escort requests shall include NGA’s project name and construction contract identification, Contractor name, field superintendent’s name, subcontractor name, crew size, basic work activities, work location(s), work days, and work hours for each crew.

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1. Contractor employees with an AOP assigned permanent badge may escort a maximum of six

(6) construction employees while on the Project site or between the Project Site and the West Building Service Entrance by a building route approved by AOP.

C. The designated point of building entry and exit for all personnel is the West Building Service

Entrance, off Constitution Avenue, between 6th and 4th Streets. Refer to site plan sketch AWest Building Service Entrance@ at the end of this Section.

1. All personnel are required to "sign-in" and "sign-out" each day in the NGA's official Contractor

Log books, as directed by the AOP staff.

2. Each individual not issued a permanent badge will be issued a Atemporary@ badge at the beginning of each day. This badge must be returned to AOP when "signing out" at the end of each day. Contractor's Field Supervisor will be responsible for lost or misplaced "temporary" badges; failure to report missing badges will delay personnel entering onto the NGA premises.

D. The NGA's designated work hours for construction activities are between 6:00 a.m. and 6:00 p.m., Monday through Friday. The Contractor must submit a proposed eight (8) hour daily work period to the COTR and AOP for approval.

1. Prior to the COTR's working hours (7:00 a.m. through 4:00 p.m.), notify AOP's Security

Command Center (SCC) if construction personnel will arrive later than submitted.

2. When Work is requested to be performed prior to or later than designated hours, the

Contractor shall submit a written request five (5) working days in advance to the COTR for approval. Work during the NGA’s Exclusionary Access hours (12:30 a.m. to 5:30 a.m.) must be specifically approved by the Gallery Administrator. The Contractor must obtain the COTR's approval prior to initiating the requested Work. Each written request must include dates, time periods, and personnel required to perform the Work.

3. The Contractor is responsible to immediately notify the COTR if any employees will be arriving later than scheduled. If the COTR cannot be contacted in person at the time of notification, the Contractor shall notify the SCC at (202) 842-6115 of the proposed late arrival.

AOP maintains daily logs of escorts that have been scheduled and the names of Contractor employees scheduled to arrive.

4. In the event that the Contractor has reason to assign additional employees to the Work on any particular day, the Contractor shall immediately notify the COTR to obtain approval for the substitution for that day only.

1.5 ELECTRONIC SECURITY AND DETECTION SYSTEMS

A. Maintain existing security and detection systems indicated to remain in service and protect the systems against damage during demolition and construction activities. Do not interrupt, disconnect, remove, tamper with or cover any systems, except when authorized in writing by the COTR and AOP.

B. Provide bypass connections as necessary and as directed by AOP staff, to maintain continuity of security systems to occupied areas of building. Obtain the COTR and AOP approval if a shutdown of a system is necessary during changeover.

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C. Any system wiring or device accidentally damaged or disturbed during construction activities must be reported to the SCC within five (5) minutes of occurrence or discovery, and to the COTR once the occurrence is under the NGA's control.

1. The Contractor, COTR and interested NGA offices will meet to determine the scope of damage and costs, if any, attributable to the Contractor for the work required to restore the system to proper function.

1.6 OCCUPANCY REQUIREMENTS

A. NGA Occupancy: The NGA occupies the immediate adjacent site and building areas during the entire construction period. Cooperate with the NGA during construction operations to minimize conflicts and facilitate the NGA usage. Perform the Work so as not to interfere with the NGA's operations.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 01 3553