Security Document to Contractors and Subcontractors - 5-4-2021 - Do Not Fill Out.pdf

STATE OF WEST VIRGINIA

DEPARTMENT OF HOMELAND SECURITY

DIVISION OF CORRECTIONS

AND REHABILITATION

BETSY C. JIVIDEN JEFF S. SANDY, CFE, CAMS

COMMISSIONER CABINET SECRETARY

Office of the Commissioner 1409 Greenbrier Street Charleston, WV 25311

304-558-2036 – Telephone 304-558-5367 - Fax

TO: Effected Contractors and Subcontractors

FROM: Philip Farley Director of Engineering, Construction, and Maintenance

DATE: March 13, 2021

SUBJECT: SECURITY AND GENERAL REQUIREMENTS

To all contractors and subcontractor, including all employees affiliated with the construction project. As Director of Engineering, Construction, and Maintenance for the West Virginia Division of Corrections & Rehabilitation, at this time, I am reminding you that as a Correctional, Jail, or Juvenile Facility, the following restrictions and rules apply to you and your employees:

A. Security – All contractors and subcontractors must comply with all Division of Corrections & Rehabilitation Facility security requirements. This includes but is not limited to the following:

1) Before work each day at the jobsite, each individual from the contractors and subcontractors will be required to sign-in. After work each day at the jobsite, each individual will be required to sign-out. This is to have accountability to know exactly how many individuals and who is at the Facility in the event something would happen.

2) All contractors and subcontractor will receive a security orientation prior to working on site if applicable at the Correctional Facility.

3) All contractors and subcontractors will be issued a temporary ID if applicable at the Correctional Facility and must be surrendered at the end of each workday. All contractors and subcontractors will be required to turn in a federal or state issued photo ID each day if applicable at the Correctional Facility before they can pick up a temporary ID. The federal or state issued photo ID will be returned at the end of the work when the temporary ID is return to the facility.

4) It is the contractors and subcontractor’s responsibility to notify the Correctional Facility as much in advance of any deliveries. All contractors and subcontractors must give a minimum of a 24-hour advance notice.

5) There are a lot of inmates that are out and about at the Correctional Facility grounds. Contractors and subcontractors are not permitted to socialize or mingle with the inmates or give them any items. For example, tobacco products, knives, tools, and cell phones, etc.

6) The introduction of contraband, (weapons, drugs, alcohol, cell phones, etc.) will result in prosecution.

7) All contractors and subcontractors are subject to be searched, at any time, via pat-down or use of the K-9 Unit.

8) All contractors and subcontractors’ vehicles are subject to be search at any time.

9) It is the contractors and subcontractor’s responsibility to make sure all windows are up and the doors are locked on all vehicles.

10) All contractors and subcontractors are to remain in their work areas unless an emergency dictates otherwise.

11) All contractors and subcontractors must stay in the same area as their escort. If any individual or individuals do not comply, they will be escorted off the facility property and could potentially not be allowed back on site.

12) No contractors or subcontractors are permitted to have cell phones at the DCR facility buildings or inside the perimeter fence areas. All individuals must leave their cell phones locked up in their vehicle.

13) The Facility has a certain designated smoking area outside the perimeter fence. That is the only area that is permitted for use of tobacco products. Tobacco products are not permitted inside any of the buildings or anywhere inside the perimeter fenced in area.

14) Any individual or individuals of the contractors or subcontractors who show up at the facility for work and are under the influence of drugs and/or alcohol will be escorted off site and lose their privileges of ever working at the current or any future DCR Correctional Facilities.

B. Tools – All contractors and subcontractor must comply with all Division of Corrections & Rehabilitation

Facility tool security requirements. This includes but is not limited to the following:

1) Itemized list of all tools being brought to the jobsite. This includes but is not limited to tools that are in a toolbox, vehicle, etc.

2) Checking all tools brought into the Facility at the beginning of the workday.

3) Checking all tools being removed from the Facility at the end of the workday.

4) Keeping all tools locked up while not in use.

5) Immediately reporting any missing tools.

6) No tools such as knives or razor blades are to be thrown away into the back of a dump truck, trash, dumpster, etc. All tools that are to be thrown away are to be given to the escort to throw away.

7) To make it simpler, the contractors and subcontractors can have a large lockable toolbox with all their tools

in. The facility will have a designated area for the box to be stored and will be discussed in more detail.

C. Vehicles, trailers, office trailers, etc. designated parking areas – All contractors and subcontractors must comply with all Division of Corrections & Rehabilitation Facility parking and vehicle requirements. This includes but is not limited to the following:

1) All contractors and subcontractors parking will be located in the facility parking lot area outside the perimeter fence.

2) Any vehicle of the contractors or subcontractors that will need to be taken into the perimeter security fence area will require special approval from the Correctional Facility.

3) All contractors and subcontractors who have approval to drive a vehicle inside the perimeter security fence area are only permitted to go through the designed gate area.

4) All contractors and subcontractors’ vehicles are only allowed to be parked inside the perimeter security fence area for as minimal time as required.

5) No contractors and/or subcontractors vehicles such as a dump truck, trailer, tool truck, testing truck, etc. are permitted to be left inside the perimeter security fence area overnight.

6) Office trailers, supply trailers, and material storage containers are not permitted to be placed anywhere inside the perimeter security fence.

7) Office trailers, supply trailers, material storage containers are only allowed to be setup in an approved designed area outside the perimeter security fence.

D. Damages:

1) Any damages occurring to the building or property resulting from the contractor’s or subcontractor’s performance of this work shall be the responsibility of the contractor and/or subcontractor to repair at the contractor’s and/or subcontractor’s expense; either by using his/her own forces or that of an approved subcontractor. The repair method and finished product will be subject to the approval of the owner.

E. Cleanup:

1) The contractor and subcontractors shall keep the work area as clean as possible during the entire progress of work, and shall be responsible to remove from the site, the packaging materials from the products and other debris as it accumulates. All items that are removed to allow the installation of the new items will become the property of the contractors or subcontractors to dispose of unless otherwise noted. The contractors and subcontractors are not permitted to remove any items from the facility unless it specifically states in the contact. Anyone caught stealing items from the facility will be prosecuted.

F. Safety and safety equipment:

1) All contractors and subcontractors shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state, and federal requirements that are safety related. Safety shall be the responsibility of the contractor and subcontractor. All related personnel shall be instructed daily to be mindful of the full-time requirement to maintain a safe environment for the facility's occupants including staff, visitors, customers, and the occurrence of the general public on or near the site.

G. Certificate of Understanding:

1) Each individual that works for the contractors and subcontractors will be required to execute a Certificate of Understanding, certifying they understand and will comply with the rules listed above. Failure to comply with any of the rules may result in banishment from all the DCR Correctional Facilities. There is a separate form for the required information to be filled out.

H. Prison Rape Elimination Act (PREA):

1) Each individual that works for the contractors and subcontractors will be required to review the Prison

Rape Elimination Act Acknowledgement, complete the Contact Information, and answer the four (4) questions concerning PREA. Each individual will also be required to fill out the additional information below the questions and sign. Any individual who failures to complete the PREA form will not be permitted to work on the construction project at the Correctional Facility. There is a separate form for the required information to be filled out.

I. NCIC Security Background Check Information:

1) Each individual that works for the contractors and subcontractors will be required to complete the NCIC Security Background Check Information Form if they will be working on the Contract / Project. This will not be required for someone delivering items to the jobsite and then immediately leaving. Delivery drivers must stay with their vehicles. There is a separate form for the required information to be filled out.

J. Each individual that completes the required documents must make sure all their information in neat, clear, and easily readable. If it is not, the individual will be required to redo the documents.

Should you have any additional questions or concerns, please do not hesitate to let me know at your earliest convenience.

DIVISION OF CORRECTIONS

AND REHABILITATION

BETSY C. JIVIDEN JEFF S. SANDY, CFE, CAMS

COMMISSIONER CABINET SECRETARY

Office of the Commissioner 1409 Greenbrier Street Charleston, WV 25311

304-558-2036 – Telephone 304-558-5367 - Fax

CERTIFICATE OF UNDERSTANDING

I hereby acknowledge that I have read, understand, and will comply with each of the rules of the security and general requirements at Correctional Centers including for construction projects from the Director of Engineering and Construction of the West Virginia Division of Corrections & Rehabilitation dated March 13, 2021. I understand that I may be subject to removal from the facility resulting from violations of any of these rules.

Company Name: _____________________________________________

Employee Name: _____________________________________________

Date: _____________________________________________

Signature: _____________________________________________

DIVISION OF CORRECTIONS

AND REHABILITATION

BETSY C. JIVIDEN JEFF S. SANDY, CFE, CAMS

COMMISSIONER CABINET SECRETARY

Office of the Commissioner 1409 Greenbrier Street Charleston, WV 25311

304-558-2036 – Telephone 304-558-5367 - Fax

NCIC SECURITY BACKGROUND CHECK INFORMATION

Date: ____________ Reason for Request: __ ___________________________

Name:

Last First Full Middle

Maiden Name: (if applicable): __________________________________

Address:

City:

State: Zip:

Birth Date: ___________________ Place of Birth: _________________________________ City State

Country of Citizenship:

Social Security Number: _________-_______-__________

Gender: Male _______ Female _______ Driver’s License Number ____________

Race: Height:

Weight:

Eye Color:

Hair Color:

I agree to allow Division of Corrections and Rehabilitation / Division of Administrative Services to conduct a criminal background check. I release Division of Corrections and Rehabilitation / Division of Administrative Services and its employees of any and all liabilities and damages that may result for me as a result of the investigation. I agree to abide by all rules and regulations of the institution.

Signature Date

Office o f PREA Compliance 1409 Greenbrier Street Charleston, W V 25311

Sexual Misconduct Questionnaire

The WVDCR has a zero-tolerance policy for sexual abuse and sexual harassment of offenders in OCR custody. The following questions shall be asked of new hires, existing staff upon promotion and in conjunction with the agency's four-year background check process, volunteers, contractors, mentors and interns who may have direct contact with offenders. These questions deal with previous acts of sexual misconduct in which the individual responding to the questionnaire was the instigator or perpetrator of sexual abuse or sexual harassment of an incarcerated person.

Have you ever engaged in sexual abuse or harassment of an incarcerated person while employed in a prison, jail, lockup, community confinement facility or juvenile facility or other institution? Yes/ No

Have you ever been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats, or coercion, or if the victim did not consent or was unable to consent or refuse? Yes/ No

Have you ever been civilly or administratively adjudicated to have engaged in sexual activity in the community facilitated by force, overt or implied threats, or coercion, or if the victim did not consent or was unable to consent or refuse? Yes/ No

Have you ever been involved in a relationship with an incarcerated person while employed in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution? Yes/ No

Have you ever resigned or otherwise left employment at a prison, jail, lockup, community confinement facility, juvenile facility, or other institution while under investigation for allegations related to sexual misconduct? Yes/ No

By signing below, you acknowledge and affirm that you have answered the above questions honestly and truthfully. You understand that material omissions regarding sexual misconduct or providing false information shall be grounds for termination or denial of access to DCR facilities. A criminal background check will be completed prior to being hired or gaining access to a OCR facility.

Printed Name & Signature

Printed Name & Signature of Witness

Date

Date

PREA CompUance Manual Attachment 13 OCR March 2021

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