Whiteman AFB Security Procedures Attachment 5 dated March 2024.pdf

Whiteman Air Force Base

Security Procedures for Construction Contracts

March 2024

Contents

1.0 Entry to Whiteman Air Force Base

2.0 EAL for Whiteman AFB Access

3.0 EAL for Restricted Area Access

4.0 Work in Restricted Areas

5.0 General Requirements

Appendix A

Appendix B

1.0 Entry to Whiteman Air Force Base

1.1 Who Can Enter WAFB

1.1.1 Anyone entering WAFB must be on a Base EAL for the company they are working for or be sponsored on by an approved sponsor on a Base EAL.

1.1.2 Civil Engineering Squadron will not sponsor anyone onto the Base.

1.2 Forms of Identification

1.2.1 A state issued REAL ID driver’s license is required to enter the Base and is needed to receive a DBIDS ID or a visitor pass.

1.2.2 It is recommended that contractors go to the visitor center at Spirt gate to receive their DBIDS ID if their vehicle does not need to be searched. LeMay gate does have the capabilities to create DBIDS IDs for contractors that do not have one when they are getting their vehicle searched.

1.2.3 A DBIDS ID and REAL ID Driver’s license or visitor’s pass and REAL ID

Driver’s license will need to be shown at the gate to access the Base.

1.2.4 The contractor shall retrieve all identification media, including vehicle passes, from employees who depart for any reason before the contract expires, e.g., terminated for cause, retirement, etc. These items should be turned into the Contracting Officer or his/her designated representative.

1.3 Entry Locations

1.3.1 There are two gates located on Base for contractors to use. Star 1 is Spirt Gate and

Star 2 is LeMay gate.

1.3.2

1.3.3 Spirt Gate should be used when the contractor does not need to have their vehicle searched by Security Forces. Lemay gate should be used when the contractor is bringing in materials or equipment on base. All trucks with trailers must enter and exit through Lemay

Gate.

1.3.4 Contractors will not be allowed base access if Real World Threat Conditions is C

(Charlie). If the base is closed due to weather conditions, contractors will be turned away.

1.3.5 Contractors must have all proper licensing for required commercial equipment, vehicles, or trailer with them to enter the base.

2.0 EAL for Whiteman AFB Access

2.1 Process

2.1.1 Email 509CES.CENMP.EAL@us.af.mil to receive EAL template documents, guidance documents, and help.

2.1.2 Return MULES and Base EAL documents to 509CES.CENMP.EAL@us.af.mil.

Information provided must match the individual's driver's license or other form of identification exactly.

2.2 Timing

2.2.1 Base EAL documents take between 5-10 business days to be posted.

2.2.2 MULES and Base EAL documents need to be submitted a minimum Twelve (12) business days prior to the initial access in any area on Whiteman AFB. Subsequent additions to the EAL may be made by email twelve (12) working days in advance of the employee's arrival. The contractor shall notify the CO and 509 CES/CENMP of any employees who have been terminated or dismissed so they can be removed from the entry list immediately. Additionally, it is the contractor’s responsibility to seek status updates for

EAL’s being processed by engaging the organizational box above.

2.3 Other

2.3.1 Base EALs can only be active for 365 days. If an EAL is received that exceeds 365 days, the expiration date will be reduced to the maximum it can be.

2.3.2 The Base EAL must have accurate work times listed on the EAL. This is typically

Monday through Friday between 0700-1700. Weekend work, work past 1700, and 24/7 access will have to be approved by CES and CONS based on the work that is being completed. Security Forces will deny access to contractors that try to access the Base outside of the time listed on their EAL.

3.0 EAL for Restricted Area Access

3.1 Process

3.1.1 Email 509CES.CENMP.EAL@us.af.mil to receive EAL template documents, guidance documents, and help.

3.1.2 Return MULES, Base, and Restricted EAL documents to

509CES.CENMP.EAL@us.af.mil. Information provided must match the individual's driver's license or other form of identification exactly. Having inaccurate information on a

Restricted EAL may cause Security Forces to pull the Restricted EAL from the system.

3.1.3 A MULES, Base, and Restricted EAL documents need to be submitted at the same time unless there is already and active Base EAL that includes everyone on the Restricted

EAL.

3.2 Timing

3.2.1 Restricted EAL documents take 10 business days to be posted. This can be longer depending on the amount of people, vehicles, equipment, and areas that need to be accessed.

3.2.1 MULES, Base, and Restricted EAL documents need to be submitted a minimum

Twelve (12) business days prior to the initial access in any area on Whiteman AFB.

Subsequent additions to the EAL may be made by email twelve (12) working days in advance of the employee's arrival. The contractor shall notify the CO and 509

CES/CENMP of any employees who have been terminated or dismissed so they can be removed from the entry list immediately. Additionally, it is the contractor’s responsibility to seek status updates for EAL’s being processed by engaging the organizational box above.

3.3 Other

3.3.1 Camera use will only be permitted if a contract requires pictures to be taken. All other requests for camera access will be denied.

4.0 Work in Restricted Areas

4.1 Escorts

4.1.1. All contractor personnel and employees will be under escort at all times while within the restricted area. The Base Escort Pool (coordinated and monitored by the 509

MXS in the WSA and by the 509 CES in the “B” area) will provide and perform all escort duties. The number of escorts will be determined by the requirements to provide at least one individual per work crew or work area.

4.1.2. Each escort shall be able at all times to have visual contact with all members of the work crew. The Contractor shall restrict his personnel to the project construction areas within the restricted areas and shall limit construction operations to the work areas defined or indicated on the drawings. If access is required to other work areas, except for Base transit to enter or leave work areas, entry clearance shall be arranged through the

Contracting Officer at least 72 hours in advance. Contractor shall provide a seven (7) calendar day notice in writing, to Contracting Officer, on all activities requiring escorts.

4.2 Personnel

4.2.1 Only personnel on the EAL will be allowed into the area. All personnel will be subject to an I.D. check and a metal detector search each time they enter and exit the area.

Each employee shall be required to carry two forms of identification. One form shall include a picture, and both shall bear the employee's signature.

4.3 Vehicles

4.3.1 Only company-owned vehicles will be allowed inside a restricted area. No privately-owned vehicles will be permitted inside. Each vehicle must be identified by company name on both sides of the vehicle. Magnetic signs are acceptable.

Vehicles and motorized equipment are not to be left unattended inside or within 100 feet of a restricted area unless immobilized by removing the key or other suitable means. Under no circumstances will vehicles be parked within 30 feet of the perimeter fence (both inside and outside of a restricted area). Pickup trucks and passenger vehicles shall be equipped with one fire extinguisher per vehicle rated 4

B.C. All other vehicles shall have two extinguishers per unit rated 8 B .C. Vehicles shall be able to pass a state safety inspection.

4.3.2 All vehicles and trailers that are entering a restricted or controlled area must be listed on a Restricted EAL.

4.3.3 All vehicles entering the flightline must comply with the ECP’s FOD check procedure.

4.3.4 Electric vehicles are not allowed in restricted areas.

4.4 Free Zone

4.4.1 The free zone is the area within which the Contractor’s personnel may move about freely without a personal escort. The boundary of the free zone shall be marked by a

Contractor- constructed temporary three barb barbed-wire fence (Contractor furnished) in the WSA area and Contractor installed jersey barriers (Contractor furnished) in other secure areas and restricted area signs, enclosing the construction site as indicated. The fence shall be constructed prior to any other activity on the project work area. All gates in the free zone fence shall remain locked at all times using Contractor-provided chains and Government locks if applicable as determined by Security Forces.

4.4.2 Free Zone Entry List: Five (5) working days prior to the initial activation of a free zone, the Contractor shall provide Civil Engineering (509 CES/CEP) with a list of employees authorized entry into the free zone. This list shall include the full name, social security number, and the company name for each employee: and the make, model, color, and license number of each vehicle. Subsequent additions to the list must be made in writing five (5) working days in advance of the employee’s arrival.

The Contractor shall notify the Contracting Officer in writing of any employee(s) who have been terminated or dismissed and their names shall be removed from the entry list immediately.

4.4.3 Construction of Free Zone: Before any other work begins in areas designated as free zones, barbed wire fence or jersey barriers shall be provided at the expense of the contractor. During this period, access to the site will be through the Entry Control

Point (ECP) and workmen will be escorted at all times by Air Force Personnel as described under “Standard Entry Procedures”.

4.4.3.1 The Contractor shall be required to provide portable latrine facilities inside the free zone and locate, as necessary, storage trailers in the area. All trailers left inside a restricted area after hours must be lockable from the exterior with a padlock and hasp.

4.4.4 Equipment stockpiles and construction debris shall be kept a minimum of 50 feet away from perimeter fencing.

4.4.5 Construction Start: Once the free zone is made operational, normal construction can begin. Access to the free zone sites during this time will be through the ECP and the procedures.

4.4.6 Free Zone Purge: The Contractor shall notify base escort pool in the restricted areas or Munitions Maintenance in the WSA area when work is completed at the end of each day and that he/she is ready to deactivate the free zone. A Security Force member and a Contractor representative shall conduct a purge of the free zone. The escort guards shall remain posted until the purge is complete. The Contractor’s representative will ensure all tools, vehicles, and trailers are secure and all

Contractor and Government personnel are out of the free zone. Any vehicle/trailers left inside a restricted area overnight must have the keys removed or be disabled to prevent movement. Parking locations will be approved by 509 SFS prior to vehicles being left inside a restricted area. Once this has been accomplished, the Contractor shall depart the free zone and the Security Force member will secure the free zone gate with a Government lock if applicable. The reverse applies for opening the area the following day.

4.4.7 Any digging under the security fence due to the Contractor’s operations shall be backfilled by the end of the Contractor’s workday so that no breach of physical security is present overnight. All excavations underneath the security fence shall be backfilled or barricaded in a manner acceptable to the Security Forces through the

Contracting Officer or the Contracting Officer’s representative prior to the end of each workday or when the Contractor leaves the immediate work site.

4.4.7.1 Grading and excavating shall be done in a manner to prevent standing water on existing fence sensor systems.

4.4.8 Outages in a Free Zone:

4.4.8.1 All outages of the existing security lighting system must be coordinated ten (10) working days in advance through the Contracting Officer and must not exceed four (4) hours in duration. The security lighting system shall be functional at all times during hours of darkness. Work on this lighting system must be scheduled and performed in stages with this requirement in mind. Lighting, being replaced by new lighting, cannot be deactivated until the new system is proven completely functional.

4.4.8.2 Any outages occurring to the security lighting/communication systems due to the

Contractor digging in a restricted area must be repaired within four (4) hours at the Contractor’s expense.

4.4.9 Removal of Free Zone: Once work under this contract is accepted as substantially complete, the free zone will be deactivated. The Contractor constructed barbed wire free zone fence, gates, and jersey barriers shall be removed and the ground and pavement restored to its original condition at the Contractor’s expense.

4.5 Exercises

4.5.1 Exercises happen periodically on the flightline and in the WSA that can last for a couple days to multiple weeks.

4.5.2 Depending on the where and what kind of exercises is taking place, it could cause a work stoppage or delays. CES and CONS will notify the contractor a minimum of

24 hours before the exercise occurs with guidance to the contractor about how it affects their work.

4.6 Prohibited Items and Activities

4.6.1 In addition to prohibited items and activities in section 5.6 cell phones, smart watches, key fobs, or any devices that connects to Bluetooth, internet, or GPS are not allowed.

4.6.2 Flame-producing equipment such as matches and lighters are not permitted inside a restricted area. Smoking within this area is prohibited except in limited designated areas. Electrically operated lighters shall be used at these locations. The use of torches for cutting, welding, etc., is also restricted to certain areas and must be coordinated in advance with the Fire Department as part of the welding/burning permit process.

5.0 General Requirements

5.1 Work time and releases

5.1.1 Typical contractor work time is Monday thru Friday 0700-1700. Any time outside of that will need to be coordinated with CES and CONS.

5.1.2 Early Release/Base Closure: Occasionally it is necessary to require either early release of Whiteman AFB personnel, their late reporting or even base closure when weather conditions make travel unsafe. When weather conditions cause one of the above situations, contractor personnel will be denied access to the base, unless they have been notified by the Contracting Officer their contract service has been determined essential.

Denied access in these situations will result in no additional cost to the Government.

5.1.2.1. Please check the Whiteman AFB homepage (http://www.whiteman.af.mil) and Whiteman AFB Facebook page show the base operating status. Finally, you may call 660-687-6397 to confirm base operational status.

5.2 Searches and inspections

5.2.1 All vehicles, personnel, and hand-carried items, entering or exiting any base control point, or while on the base, are subject to search and inspection and seizure of any prohibited item, at any time. Random, unannounced, and regular searches and inspections will be conducted. These searches and inspections are intended to assure prohibited articles are not introduced into, and government property is not removed from the base or its facilities.

5.3 Vehicles

5.3.1 Parking of the Contractor’s and subcontractor’s vehicles shall be restricted to the area of work. The company name shall be prominently displayed on all construction vehicles parked where work is being accomplished.

5.3.2 The use of seatbelts by all vehicle operators and passengers is mandatory on

Whiteman AFB. Vehicle operators caught not wearing seatbelts will lose their on-base driving privileges, subject to laws governing Military and Civilian Employees.

5.3.3 The use of cell phones in moving vehicles is prohibited on Whiteman AFB, unless a hands-free device is utilized, subject to laws governing Military and Civilian Employees.

5.3.4 At Whiteman AFB all commercial vehicles and vehicles larger than half ton pickup trucks will be required to access the base through the LeMay gate only.

5.4 Report suspicious activities

5.5 Keys & locks

5.5.1 Key Control: The contractor shall establish in writing and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. This established plan shall be submitted to the Contracting Officer in writing. The contractor shall not duplicate any keys issued by the Government. The contractor shall immediately report to the

Contracting Officer occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the Contracting Officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re- keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor. The contractor shall prohibit the use of keys, issued by the government, by any persons other than the contractor's employees. The opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas is also prohibited.

5.5.2 Lock Combinations: The contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

5.6 Prohibited Items and Activities

5.6.1 Certain items are prohibited on base. Personnel who are found to be in possession of prohibited items will be challenged and the item confiscated pending an investigation. Personnel in possession of prohibited items are subject to apprehension, withdrawal of access authorization, or arrest and prosecution. The following non-government owned items are prohibited on base, unless an exception is noted:

5.6.1.1 Smoking/Vaping is permitted in designated, outside smoking areas only. No smoking/vaping will be allowed within any facility on Whiteman AFB.

5.6.1.2 Alcohol, controlled substances including illegal drugs and associated paraphernalia, except for prescription medicine. Prescription medicine must be in the original bottle with the prescribed owners name clearly printed on the bottle.

5.6.1.3 Firearms, ammunition, and other dangerous or deadly weapons, explosives, or incendiary devices.

5.6.1.4 Pets, wild or domestic.

5.6.1.5 Other items prohibited by law.

5.7 Radiation Emitting Devices

5.7.1 Radiation emitting devices are prohibited on base until they are approved by the

Medical Group Installation Radiation Safety Officer.

5.7.1.1 The contractor will need to fill out “FORM - REQUEST FOR

AUTHORIZATION TO BRING RADIOACTIVE MATERIALS” and return the documents that are requested in this form to CEN. Email

509CES.CENMP.EAL@us.af.mil to receive this form.

5.7.1.2 Please allow seven (7) days for an authorization letter to be issued from the

Installation Radiation Safety Officer.

5.7.1.3 Call the Installation Radiation Safety Officer at 687-4324 for any further questions.

5.8 Job site security

5.8.1 Whenever facility security is breached to perform work required under this contract, the Contractor will be responsible for providing temporary measures in order to assure security is maintained at the level existing prior to construction.

5.9 Airfield Requirements

5.9.1 The Contractor shall contact Base Operations, Whiteman AFB, for construction restrictions involving the flightline, taxiway, and runway areas and shall comply with Air Force Instructions.

5.9.2 Procedures for all vehicles, equipment, Contractor and Subcontractor personnel working on the flightline, taxiways and runways shall be addressed at the Pre-

Construction Conference.

5.9.3 Contractor shall comply with Airfield Safety Measures, See DFARS Clause

252.236-7005 (IA 474).

5.9.4 The Civil Engineer Construction Manager will derive initial airfield construction phasing from AF Form 3064, Contract Progress Schedule. This documentation is to be submitted by the Contractor in accordance with AFFARS Clause 5336.291, Contractor Progress Schedules, and paragraph H-7 below.

5.9.5 AF Form 3064 is acceptable to satisfy the requirements at clause FAR 52.236-15, Schedules for Construction Contracts.

5.9.6 When a temporary airfield construction waiver (TACW) is required prior to commencement of airfield activities, AF Form 3064 shall be used to satisfy the requirement of UFC 3-260-01, Airfield and Heliport Planning and Design, Section

14 Construction Phasing Plan and Operational Safety on Airfields During

Construction, Paragraph B14-1 CONTENTS. A construction phasing plan must be included in the contract documents.

5.9.7 On approval by the Civil Engineer Construction Manager, and after NTP is issued by the Contracting Officer, a copy of AF Form 3064 may become a supplement to the approved TACW.

5.9.8 The Civil Engineer Construction Manager will apply the AF Form 3064, and all subsequent AF Form 3065 to update the CENM Airfield Project Plan (APP).

5.10 Foreign National Access

5.10.1 The attached policy states the term "foreign national" refers to any person who is not a U.S. citizen, other than a member of the U.S. armed forces (including military retirees and reserve component personnel), a U.S. military dependent, or a U.S.

government employee. All foreign nationals desiring base access must have a sponsor. A sponsor must be a member of the U.S. armed forces (including military retirees and reserve component personnel), a U.S. military dependent, or a U.S.

government employee, and otherwise eligible to sponsor personnel onto Whiteman

Air Force Base. 509 CES nor 509 CONS will NOT be sponsoring any foreign nationals on to the base or an EAL. If a foreign national can find a sponsor, it will take time to obtain permission to be added on to an EAL. This process will be the responsibility of the sponsor, not 509 CES or 509 CONS. Once the approval form has been signed, it can then be submitted with the EAL request. Do allow time for the verification of the sponsor form and then the background check. This full process can take over a month so do plan accordingly. The government will NOT accept any EAL request unless the sponsor form has already been fully approved.

Foreign Nationals are NOT allowed secured area access.

A-1

Appendix A

List of Acronyms

Acronym Definition

509 CES 509th Civil Engineer Squadron

509 CONS 509th Contracting Squadron

CFR Code of Federal Regulations

CO Contracting Officer

EAL Entry Authorization Letter

FAR Federal Acquisition Regulations

FOD Foreign Objects and Debris

TACW Temporary Airfield Construction Waiver

WAFB Whiteman Air Force Base

B-1

Appendix B

List of Forms

Form Title

AF IMT 3065 Contract Progress Report

AF Form 3064 Progress Schedule