Attachment 1 - MOTCO Visit Procedures.pdf

UNITED STATES ARMY CORPS OF ENGINEERS

MILITARY OCEAN TERMINAL CONCORD

STANDARD OPERATING PROCEDURE

TITLE DATE/REV.

MOTCO Access SOP 23-SEP-2021 / REV. 4

APPLICATION PLATFORM

All For Record

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I. Purpose A. The purpose of this Standard Operating Procedure (SOP) is to provide guidance to contractors and visitors on procedures and requirements to gain access to Military Ocean Terminal Concord (MOTCO).

B. Access to MOTCO must be approved for any personnel who are not permanently assigned to MOTCO. Personnel who wish to conduct surveys or constructions as contractors or visitors must gain access prior to entry.

1. Personnel who possess a Common Access Card (CAC) must be operating in the capacity of their CAC.

2. Contractors who hold a reservist/national guard or a retired CAC are not operating in the capacity of their CAC, and therefore need to gain access to MOTCO prior to entry.

II. Definition. Below are commonly used terms and phrases in MOTCO that will provide improved understanding to contractors and visitors.

A. Day pass access: A day pass is given to contractors and visitors who require access to MOTCO from one day up to two weeks.

B. 30-day pass access: A 30-day pass is given to contractors and visitors who require access to MOTCO from one day up to 30 days.

C. Permanent pass (AIE card & Mission Operation Credential (MOC)): A permanent pass/badge is given to contractors and visitors who require access to MOTCO for up to one year. These individuals must provide contracts that indicate access requirements for a minimum of three months, 3 days a week. The MOC will be issued for contracts on the Tidal side only.

D. Escort Privileges: Contractors and visitors may serve as an escort to individuals without approved access to MOTCO. Individuals must gain escort privileges via the resident office before serving as an escort (see paragraph IV,A,3).

This privilege is intended for time-sensitive events only. The escort must always remain with the escorted and assumes responsibility for any actions taken by the escorted.

STANDARD OPERATING PROCEDURE

TITLE DATE/REV.

MOTCO Access SOP 23-SEP-2021 / REV. 4

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E. Admin side: Also referred to as the Inland side, Admin side refers to the southern portion of MOTCO where all the administration offices are located. It is geographically separated by Access Control Point (ACP) 2.

F. Tidal side: The Tidal side refers to the northern portion of MOTCO where missions for MOTCO are executed. It is a controlled area bounded by the Suisun Bay channel to the north and ACP 2 to the south.

III. MOTCO Access Request Forms A. There are two forms that need to be completed to gain access to MOTCO.

1. National Crime Information Center (NCIC) Consent Form

a) Requestors complete the form with appropriate administrative information.

b) The requested vetting period should not exceed the duration of contract.

c) The form should be scanned and saved as a PDF

d) Refer to the instruction document for more detailed instructions.

2. MOTCO Form 190-3

a) Requestors complete the form with appropriate administrative information.

b) Names should be listed in alphabetical order by last name.

c) Refer to the instruction form for more detailed instructions.

B. Submission Instructions.

1. There will be a total of two separate documents submitted to the MOTCO resident office, who will forward the request to MOTCO_CORRESPONDENCE@usace.army.mil.

a) All the NCIC Consent forms should be combined into one PDF document for expedited processing.

(1) The combined PDF document should be in the following order:

(a) Privacy Data Cover Sheet

(b) The NCIC Forms that reflect the same alphabetical order as the MOTCO 190-3 Form mailto:MOTCO_CORRESPONDENCE@usace.army.mil

STANDARD OPERATING PROCEDURE

TITLE DATE/REV.

MOTCO Access SOP 23-SEP-2021 / REV. 4

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(2) Handwritten signatures are recommended and preferred. Digital signatures may serve as an alternative to handwritten signatures, but it must be readable in various systems within MOTCO.

(3) The PDF Form will be titled in the following format:

Access.request_Contract#_Contractor_subcontractor_date of request

b) MOTCO Form 190-3

(1) This form will remain in its original excel form. Do not change the format of this form.

(2) This form will be titled in the following format:

190-3_Contract#_Contractor_subcontractor_date of request

2. These forms should be submitted at least 7 days prior to requested access start date.

IV. Permits: In addition to forms needed to gain access to MOTCO, contractors and visitors must complete permit requests for various activities.

A. Camera Pass Permit.

1. The requestor will complete the first half of the form and submit it to the MOTCO resident office

2. A sponsor from the resident office will complete his/her portion of the form and submit to MOTCO Visitor Control Center (VCC).

3. The requestor will retrieve the signed form from the VCC on the day of requested date.

4. The camera cannot be a smartphone or any devices that store geographical information.

5. The photos must be reviewed by an USACE personnel before use.

B. Dig Permit

1. The requestor will complete blocks 1-3 on page 1, and the entirety of pages 2 and 3 of the MOTCO Form 2021-007 and submit into Resident Management System (RMS).

2. MOTCO USACE resident office will retrieve, review, and approve (blocks 5- 7, 14, 15) the form.

mailto:MOTCO_CORRESPONDENCE@usace.army.mil

STANDARD OPERATING PROCEDURE

TITLE DATE/REV.

MOTCO Access SOP 23-SEP-2021 / REV. 4

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3. The form will be sent to the “MOTCO PERMIT Email Distribution List” for appropriate approval in block 8.

4. The form will then be sent to MOTCO for final approval.

5. Refer to the instruction form for more detailed instructions.

C. Escort Privileges

1. Contractors may not have escort privileges. The escort privileges are for CAC holders only.

2. Escort privileges are intended for time-sensitive events or family members and the escorts must always remain with the escorted personnel

D. Road Closure and Outage Permit

1. Contractors must submit the Outage and Road Closure Request Form with attachments to MOTCO resident office for review and approval.

2. MOTCO Directorate of Public Works (DPW) will be the ultimate reviewing and approving authority.

3. The form and enclosures must be in one PDF document

4. Title the form using the following format:

purpose_contract#_contractor_date of request

V. Reasons for Denial A. In accordance with Army Directive 2014-05, below are the 11 reasons for denial to gain access to MOTCO.

1. The individual has criminal arrest records that causes the senior commander to determine that the individual presents a potential threat to good order, discipline, or health and safety on the installation.

2. The installation is unable to verify the individual’s claim identity on the reasonable belief that the individual has submitted fraudulent information.

3. The individual has a current arrest warrant.

4. The individual is currently barred from entry or access to a federal installation of facility.

STANDARD OPERATING PROCEDURE

TITLE DATE/REV.

MOTCO Access SOP 23-SEP-2021 / REV. 4

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5. The individual has been convicted of crimes encompassing sexual assault, armed robbery, rape, child molestation, production or possession of child pornography, trafficking humans, drug possessions with intent to sell or distribute.

6. The individual has a U.S. conviction of espionage, sabotage, treason, terrorism, or murder.

7. The individual is a registered sex offender.

8. The individual has a felony within the past 10 years.

9. The individual has been convicted of felony of firearms or explosives violations.

10. The individual has been engaged in acts or activities designed to overthrow the U.S. government by force.

11. The individual is identified in the TSDB as known to be or suspected of being a terrorist or belonging to an organization with known links to terrorism or support of terrorist activity.

B. Providing disinformation or partial truth on various access forms also serve as causes for denial.

VI. The Point of Contact for this SOP is CPT Jung, William at william.i.jung@usace.army.mil or 925-288-3337

William Jung

CPT, EN

Project Manager mailto:william.i.jung@usace.army.mil

2. These forms should be submitted at least 7 days prior to requested access start date.

B. Providing disinformation or partial truth on various access forms also serve as causes for denial.

VI. The Point of Contact for this SOP is CPT Jung, William at william.i.jung@usace.army.mil or 925-288-3337

MOTCO FORM 190-3 (Required for ALL visitors)

The MOTCO Form 190-3 is the template used for requesting access onto MOTCO. This form is in the same format as the “Master Access Roster” that contains individual profiles. The file is locked against format changes, to keep the integrity of the Master Roster. DO NOT CHANGE THE TEMPLATE. Copying and pasting will disrupt the formatting. If the format has excessive changes requiring extra effort to change back, the request will be returned to sender to be fixed.

Company Name: The Company the visitor works for. Other information could go here such as “Family Member” if the individual is not coming to MOTCO for work.

Reason for Access: Why are they accessing MOTCO. Contractors working on MOTCO must provide the contract number and project name in this field.

Sponsor: The MOTCO CAC holder name and directorate followed by Prime Contractor and Sub Contractor company names.

EXAMPLE: John Smith// MOTCO DPW// Bob’s Electric Co// Frank’s Wiring Inc.

Frequency: Tells the officer at the VCC (Visitor Control Center) what hours the visitor is allowed on base. Use the drop down arrow on far right of cell and select a common frequency. Once selected, change the days or hours as needed.

*** Day passes as needed will give DBIDS paper passes UP TO two weeks

*** 30 Day pass will give paper passes UP TO 30 days

*** AIE Card & MOC Approved will give access UP TO one year. For those who need access for 3 days a week for a minimum of 3 months. (AIE Card requests require an active contract between MOTCO and the requesting individual’s company)

Last Name: The visitor's last name NO CAPS

First Name: The visitor's first name NO CAPS

Middle Name: The visitor's middle name. IF NO MIDDLE NAME, ENTER NMN (No Middle Name)

DOB: Enter the visitor's date of birth (enter it like this “06/20/1983” it will convert to the correct date format).

ID Type: Use the drop down arrow on right side of cell to select DL# or CAC ID Number. If the visitor is a CAC holder, they will select CAC ID Number. If the visitor does not have a CAC, they will select DL#.

DL# / CAC ID#: Non CAC holders will enter their driver’s license number (no dashes). CAC holders will enter their DoD ID Number on the back of their CAC.

DL State: Enter the two digit state abbreviation the visitor's driver's license was issued in. Leave blank if CAC Holder.

Access From: The date access is requested to begin. Please enter the access date as a future date, not a date that has already passed (enter it like this “06/20/1983” it will convert to the correct date format).

Access Thru: The date access is requested to end. If requesting one year of access, it would look like this: 22-Mar-2019(Start date) 21-Mar-2020 (End date) (enter it like this “06/20/1983” it will convert to the correct date format).

*** If requesting recurring vetting, the dates on the 190-3 should correlate with the box checked on the NCIC Consent Form.

JPAS Requested (if CAC holder): Enter "Y" or use the drop down arrow on right side of cell if they have submitted a JPAS Visit Request (VR); Enter "N" or use the drop down arrow on right side of cell if they did not.

Tidal: Enter "Y" or “N” or use the drop down arrow on right side of cell for Tidal Access

Inland: Enter "Y" or “N” or use the drop down arrow on right side of cell for Inland access

Escort Required: Enter "Y" or “N” or use the drop down arrow on right side of cell if escort required ----- Do not be alarmed if you put a “Y” in it and it turns RED- This is meant to stand out that additional actions will be needed. Remember, as the sponsor, you are acknowledging and taking responsibility for the visitor’s actions on the base.

NCIC CONSENT FORM (Required only for visitors who do not have a CAC or other Federal Government ID Card) - CAC holders must be working in the capacity of their CAC. Example: If John Smith is working for Bob’s Electric as an electrician but is in the Army Reserve and has a CAC card, that would not be considered requesting access in the capacity of his CAC. He would submit NCIC Consent Form.

All information MUST be legible on this form. If it cannot be read, it will not get processed.

This NCIC Consent Form offers the ability for visitors to be vetted for up to four years of access. Vetting will occur annually for the years that are checked on the NCIC Consent Form.

*** Common mistakes

*** I (print full name; first, middle, last): PRINT the visitor's full name; First, Middle, Last ---- It must be in that order.

*** “One year only” will be the most common. For contracts that have a period of performance contract duration that does not exceed one year “One year only” should be selected. NCIC Consent Forms received that have other boxes selected will be returned for revision. Exceptions (contractors that expect to work at MOTCO in the future) must include a justification and be approved by MOTCO USACE Resident Engineer.

I give consent to the VCC conducting my criminal history check:

One year only: Vetting will be conducted initially for access (additional vetting MAY occur within the first year). Based on the vetting results, the visitor will be granted UP TO ONE year access (based on MOTCO 190-3-R1 MAY 2019). *** NCIC Consent form and vetting results will be shredded after one year***

I give consent to the VCC conducting my criminal history check for an additional:

“1” year: Vetting will be conducted initially for access, and will automatically be conducted after one year. Based on the vetting results, the visitor will be granted UP TO TWO years of access. *** NCIC Consent form and vetting results will be shredded after TWO years***

“2” years: Vetting will be conducted initially for access, and will automatically be conducted after two years. Based on the vetting results, the visitor will be granted UP TO THREE years of access. *** NCIC Consent form and vetting results will be shredded after THREE years***

“3” years: Vetting will be conducted initially for access, and will automatically be conducted after three years. Based on the vetting results, the visitor will be granted UP TO FOUR years of access. *** NCIC Consent form and vetting results will be shredded after FOUR years***

Here are a couple examples:

1) You have a contractor that will be working on a project with a contract duration of 18 months, and they wish to opt into recurring vetting.

a. The requestor will check mark the “Annual for ADDITIONAL “1” years” on the NCIC CONSENT FORM - May 2019 Fillable

2) You have a contractor that will be working on a project with a contract duration of 25 months, and they wish to opt into recurring vetting.

a. The requestor will check mark the “Annual for ADDITIONAL “2” years” on the NCIC CONSENT FORM - May 2019 Fillable

3) You have a contractor that will be working on a project with a contract duration of 25 months, and they do NOT wish to opt into recurring vetting.

a. The MOTCO 190-3-R1 will have access from whenever they will need access through 12 months (1-Jun-19 thru 31-May-20)

b. The requestor will check mark the “One year only” on the NCIC CONSENT FORM - May 2019 Fillable

c. At the expiration of the vetting year, a new 190-3 and NCIC Consent Form will be required for further access.

2) You have a contractor that will be working on a project with a contract duration of 9 months, and they wish to opt into recurring vetting.

a. This is not permissible.

3) You have a contractor that will be working on a project with a contract duration of 9 months, and they wish to opt into recurring vetting because they work on a multitude of projects on MOTCO and can reasonably justify why they think they will need recurring access.

a. An exception may be granted in this case. Justification must be submitted in the MOTCO Base Access Request Memorandum.

***** OPTING OUT OF RECURRING VETTING MUST BE DONE IN WRITING THROUGH MOTCO SPONSOR *****

***** IT IS STRICTLY UP TO THE REQUESTOR IF THEY WISH TO OPT INTO RECURRING VETTING *****

Signature of Requestor: This is where the individual requesting access signs.

Race: Enter the visitor's race

American Indian, Asian Indian, Black, Cambodian, Chinese, Filipino, Guamanian, Hawaiian, Hispanic/Mexican/Latin, Korean, Laotian, Other, Other Asian, Pacific Islander, Samoan, Vietnamese, White

***Human is not an acceptable answer and will be returned to sponsor to have fixed***

Date: Enter the date the form is being signed.

Date of Birth: Enter the visitor's date of birth.

*** Place of Birth (City and State): Enter the city and state of the visitor's place of birth. This is very important and the main reasons forms are returned for correction. If the place of birth is outside the United States it also must contain a city. For example: Tijuana, Mexico

Gender: Enter the visitor's gender.

Social Security Number: Enter the visitor's Social Security Number.

DL#/State: Enter the Visitor’s driver’s license number and state.

Address: Enter the visitor's CURRENT PHYSICAL address.

Company Name: Enter the visitor's company name.

Telephone: Enter the visitor's contact information.

It is recommended you type the information on the NCIC and then have the visitor sign the document.

If you send a NCIC form that is not properly filled out, changes cannot and will not be made to it. The NCIC Consent Form is authorization to perform a criminal background check utilizing the Federal Bureau of Investigation (FBI) criminal database. Sponsors are not authorized to make alterations to a signed document. They will be held legally liable for the information it contains and the results.

Remember the sponsor is required to review and proofread the request PRIOR to sending it. Errors cause delay. Best practice: Send it right the first time.