Sault Ste. Marie Project Site Access Instructions for Contractors.pdf

Updated August 2023

Site Access Policy and Instructions for Contractors for the Sault Sainte Marie Project Office (SSMPO)

Start the process prior to mobilizing. It generally works best if one, detail-oriented person handles this process for the entire project.

Security Checks All contract employees must carry an approved Federal Government issued pictured identification at all times while on site. They must show I.D. upon request by both Security and/or Government personnel.

Exclusion or Expulsion from the Site Any failure to observe the security rules may result in the potential exclusion or expulsion of a Contractor employees from the site as determined by the Operations Manager. Exclusion or expulsion of an employee resulting from the failure of an employee to observe the security rules shall not be subject to the disputes clause and shall not result in an increase in the contract amount.

security specific questions:

Starr Gallegos starr.m.gallegos@usace.army.mil

1. E-Verify

a. The prime contractor and every subcontractor will need an account set up in E-verify (www.uscis.gov/e-verify.)

b. Submit the e-each individual (very few exceptions) at least three working days prior to desired site access. This is emailed to both Starr Gallegos.

c. E-verify exceptions:

i. Employee hired on or before November 6, 1986 and continued employment with the same employer.

ii. Subcontract is for $3,000 or less (or not yet in place.)

iii. Subcontract is only for supplies.

d. If an employee(s) meets one of the exceptions, a memo from the Contractor/Sub-

Contractor needs to be sent in place of the e-verify.

2. LRE questionnaire for Unescorted Access Fitness Determination and Privacy Act Statement

a. The contractor must read, sign and date the Privacy Act Statement and the checklist.

b. The checklist must have all questions answered.

i. NO to a question and their background check reveals untruthfulness the employee will be removed from the SSMPO sites permanently.

c. Submit the completed PA Statement and checklist for each individual via email at least thirty (30) working days prior to desired site access to Starr Gallegos at starr.m.gallegos@usace.army.mil and Jen Leigh at Jennifer.A.Leigh@usace.army.mil.

d. Should any contractor employee NCIC check have a negative adjudication, that particular employee will not be permitted to enter the facility or will be barred from working on the facility if they have already begun working here. Most felony convictions will preclude a contractor from working on site and some felony charges will also preclude the employee from working on site. Questions involving derogatory information generated by corporate background checks should be directed to Starr Gallegos at Starr.M.Gallegos@usace.army.mil or 906-635-3465. A full list of criminal activity resulting in a bar from access to the facility can be found in AR 190-13 and is included in #3 below.

permitted on the worksite. Exclusion or expulsion of an employee resulting from a negative NCIC report shall not be subject to the disputes clause and shall not result in an increase in the contract amount.

3. Criminal Offenses and Actions Resulting in a Bar from Access and Employment at the SSMPO.

a. NCIC-III contains criminal arrest information about the individual that causes the Operations Manager or senior commander to determine that the person presents a threat to the good order, discipline, or health and safety on the installation.

b. A claimed identity that cannot be verified based on the reasonable belief that the person submitted fraudulent identity information in the attempt to gain access.

c. Current arrest warrant in NCIC, regardless of the offense or violation.

d. Current bar from entry or access to a Federal installation or facility.

e. Conviction of crimes encompassing sexual assault, armed robbery, rape, child molestation, production or possession of child pornography, trafficking in humans, or drug possession with intent to sell or distribute.

f. Conviction for espionage, sabotage, sedition, treason, terrorism, or murder.

g. Being registered as a sex offender.

h. Felony conviction within the last 10 years regardless of the offense or violation.

i. Felony conviction for a firearms or explosives violation regardless of when the conviction occurred.

j. Engaged in acts or activities designed to overthrow the U.S. Government by force.

k. Been identified in the NCIC KST file or TSDB report as known to be, or is suspected of being, a terrorist or belonging to an organization with known links to terrorism or support of terrorist activity. Installation access c published engagement protocols.

4. Fingerprints

a. All Contractor and Sub-Contractor employees are required to submit to a fingerprint check, for verification purposes, to be conducted at the SSMPO Facility, at no cost to the Contractor.

b. Email Starr Gallegos and Jen Leigh at least thirty (30) working days prior to the desired site access date to schedule fingerprinting.

c. Contractor employees must have two (2) forms of original and current State or Federal Government issued I.D. for their appointment. Only one (1) form must be a pictured

ID.

Security Card, Birth Certificate.

5. Accepted I.D.s for work SSMPO Facility

a. The Contractor is required to have one of these (3) types of Government Issued I.D.s to work onsite:

i. Common Access Card (CAC)

ii. Transportation Worker Identification Credential (TWIC)

iii. Soo Project Office Facility Identification Card (SPOFID).

6. SSMPO Facility I.D.

a. The Contractor must bring the Facility I.D. application with sections 1 and 2 completed, unless the form has been sent electronically with the other paperwork.

b. The Contractor must bring 2 forms of valid (unexpired and original) Government Issued I.D. Electronic copies of I.D. will not be accepted.

c. Email Starr Gallegos and Jen Leigh at least thirty (30) working days prior to desired site access to schedule Facility I.D. printing.

d. Upon arrival at the site, the individual shall check in with the guard at the main gate at 312 W. Portage Avenue. Security will escort the person into the facility for fingerprinting and badging. The fingerprinting and Facility I.D. process generally takes about 10 minutes.

e. Facility I.D. cards are valid for 1 year. At the end of a project, they must be turned in to Starr Gallegos prior to leaving the site when the individual will not be returning to the facility. The Prime contractor is responsible for making sure that all Facility I.D.s for contractor and sub-contractor employees are returned.

i. Facility I.D.s are NOT to be turned into the Security Guards.

7. Tier 1 Background Investigation (When Required)

a. PSIP:

i. The LRE provided PSIP Pre-Investigation Information Worksheet must be filled out in its entirety.

ii. Must be typed.

iii. It is recommended that the company appoint a single POC for helping to manage the process and include their information and email under the Supervisor/Company POC section.

iv. Once the process starts the employee needs to meet certain timelines or the process will be terminated.

b. OF306:

i. The form must be typed.

ii. All blocks must be filled out as indicated. The form is NOT to be signed or dated.

8. Site Access List

a. The contractor shall be required to maintain a list of personnel needing access to the site. The site access spreadsheet is a living document that the contractor will maintain through the course of the project. It will be updated and submitted multiple times.

b. USACE will provide the initial Excel file.

i. Instructions for updating the Site Access List spreadsheet are found on the second sheet of the form (use lower tab on digital form.)

c. The list shall be submitted each time a change is made.

d. The list shall be submitted prior to 2:00 P.M., at least 48 hours prior to a change to site access. This is emailed to Starr Gallegos and Jen Leigh.

9. Miscellaneous other information

a. Programming cards for access occurs at the main gate and depends on the Contract allowances. It generally takes about 15 minutes for the system to update.

b. Standard access is for the gate on the south side of the MacArthur Lock, weekdays from 6:00 A.M. to 6:00 P.M. Access at other times, including federal holidays, or to other secured areas must be arranged thr

c. Cards are programmed for access based on the dates listed on the site access spreadsheet. If work extends beyond that date, the site access list will need to be adjusted and resubmitted. Cards will need to be reprogrammed at the main gate.

d. When hiring individuals already working on the site for other firms:

i. E-verify must be submitted (can be a copy of the previous submittal.)

ii. Individual must be added to the new site access list.

LEIGHANN RYCKEGHEM

Operations Manager