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(M13) Physical Security & Emergency
Contractor Assurance

​​​Management System Owner:   ​Fermilab Emergency Manager

Revision Number:     4.2               Date:     May 28, 2019

1.0   Purp​​​ose

Fermilab Emergency Management and its departments (Physical Security and Fire/ EMS) have been established to ensure appropriate levels of protection against unauthorized access; loss or theft of government property; and other unforeseen incidents that may cause unacceptable or adverse impacts to programmatic activities or the health and safety of Fermilab and DOE employees, the public, or the environment.

Other areas of Fermilab security programs include: cybersecurity which is managed under the Information management system (M10); the security of nuclear material which is managed under the Environmental, Safety and Health Management System (M7), specifically the Fermilab Nuclear Materials Control & Accountability Plan; and the responsibility of Unclassified Foreign Visits and Assignments (UFVA) is managed cooperatively under this Physical Security & Emergency Management System and the Human Resources Management System (M15).

2.0   Roles and Responsibilities

Title Responsibilities

Chief Safety Officer 

  • Owns the Safeguards and Security Plan.
  • Owns Emergency Management and its programs.
  • Assesses line organizations for compliance.
  • Seeks and implements improvements.
Chief Laboratory Officers, D/S Heads, and Project Directors/Managers
  • Implement all Emergency Management, Security and Fire Protection policies and procedures pertinent to activities being performed in their organizations and hold managers and employees accountable for performance.
Emergency Management
  • Provide information on how to prepare and train for emergencies and the hazards to be aware of when an emergency occurs. The pages provide information for Fermilab personnel who will be preparing for and responding to a potential emergency.
Security Department
  • Establish, maintain, and enforce Safeguards and Security Plan, security procedures, and post orders.
  • Provide security patrols, the investigation of property loss, and assistance with dealing with threats of violence.
  • Manage the service contract of the Protective Force
  • Protect safeguards and security interests from theft, diversion, industrial sabotage, unauthorized access, loss or compromise, and other hostile acts that may cause unacceptable adverse impacts on program continuity, the environment, or the health and safety of employees and the public.
  • Enforce the traffic safety rules by issuing citations to violators.
  • Provide dispatching services to the emergency response organization.
  • Monitor site wide alarm system – Facility Incident Reporting Utility System (FIRUS) and disseminate activated alarms.
Fire Department
  • Protect the lives and property of every employee and visitor of Fermi National Accelerator Laboratory from the adverse effects of fire, medical emergencies, and exposures to dangerous conditions. We will always respond to these emergencies in a professional and courteous manner with ethical values at the core of every decision made by the members.
  • Assist in HPR and building inspections.
  • Approval of all burn permits.
  • Emergency Response to Fire and EMS calls.
All Employees, Users, Visitors, Contractors and Guests
  • Adhere to all Emergency Management System processes for employees, users, visitors, subcontractors, and guests.

 

3.0   Primary Require​ments

3.1   M&O Contract

    • DOE Prime Contract No. DE-AC02-07CH11359 for the Management and Operation of the Fermi National Accelerator Laboratory (Fermilab)
    • Contract Deliverables are monitored, managed, and addressed using the Performance Assurance Program (PAP) Plan for all security needs.

3.2   Fermilab Performance Evaluation and Measurement Plan (PEMP)

    • Goal 8.0: Sustain and Enhance the Effectiveness of Integrated Safeguards and Security Management (ISSM) and Emergency Management Systems
    • Objective 8.1: Provide an Efficient and Effective Emergency Management System
    • Notable Outcome: Identify necessary enhancements to the Emergency Operations Center that will improve the room's ease of use, reliability, and functionality and implement solutions.
    • Objective 8.3 Part 1: Physical Security program for the protection of Special Nuclear Materials and Property
    • Notable Outcome: Develop an effective and actionable implementation plan addressing the new design basis threat requirements and submit to DOE by March 31, 2019.
    • PEMP Objectives and PEMP Notables (as applicable) are monitored and managed by the Chief Safety Officer (CSO).

3.3   Other Required DOE Orders and Instructions

    • DOE O 470.4B - Safeguards & Security Program
    • DOE O 142.3A - Unclassified Foreign Visits and Assignments Program
    • DOE O 470.5 - Insider Threat
    • DOE O 472.2 - Personnel Security
    • DOE O 473.3 - Protection Program Operations
    • DEAR 952.204-2 – Security
    • 10 CFR 851 Worker Safety and Health Program
    • 29 CFR 1910.164 and 1910.165 Other Fire Protective Systems
    • 29 CFR 1926.24 Fire Protection and Prevention, 1926.34 Means of Egress

3.4   FRA Contract Mapping to Management Systems

 

4.0   Emergency Management Systems Description

Fermilab has developed a comprehensive emergency program that is based on an analysis of potential natural and manmade hazards and threats both in and around the site. These hazards are outlined in the Comprehensive Emergency Management Plan (CEMP) and the Safeguards and Security Plan (SSP) emergency plans at Fermilab.

4.1     The Safeguards and Security Plan (SSP)

The Safeguards and Security Plan (SSP) establishes program planning and management requirements for the safeguards and security program. The SSP is based on risk analysis of considerations specific to the site and the assets and interests to be protected and is reviewed as required by DOE Order. The SSP describes either in content or by other referenced documents, all applicable security topical areas addressed: Program Management, Physical Security, Protective Force, Material Control and Accountability (MC&A), and Cyber Security including: password security, laptop/computer/device security, and server room protection (are managed under the IT Management System in conjunction with the Security Department). An overview of the responsibilities for each applicable area within the SSP is provided below.

4.1.1   Program Management

Security staff organization and responsibilities include: A staff description, an explanation of Integrated Safeguards and Security Management (ISSM), the concept of Emergency Management, criteria for determining Property Protection Areas, resources and budgeting, personnel development and training, Management Control (surveys, audits, self-assessments), Performance Assurance Program, and Incident Reporting

4.1.2   Protective Force

Protective force responsibility includes training, post orders, general security response, and the description of facilities and equipment. The PF consists of unarmed uniformed security officers. The PF provides entrance gate officers and response officers. The entrance gate officers provide an initial screening of vehicles and vehicle occupants entering the Site. They direct traffic to the appropriate gates, enforce stop orders, and direct responding law enforcement officers to incident scenes. The response officers are first responders to and assessors of security incidents. They provide scene control at security incidents and fire incidents. The PF documents incidents through the Department's Security Case Report system.

4.1.3   Physical Security

Physical Protection System responsibilities include: the card access system, missing property report system, site access control procedures, areas open to the general public, the security alarm testing procedures, the search procedure, after hours emergency notifications, armed encounters, processing arrest warrants, threats to persons or property, incidents of security concern, Incident Command System, security and administrative system testing procedure, key and lock control system, and Badge Access System.

4.1.4   Material Control and Accountability

MC&A includes the responsibilities and authorities for: material accounting, inventories, measurement control, emergency procedure for apparent loss, theft or diversion of Category IV Material. The Material Control & Accountability (MC&A) is managed under the Fermilab Nuclear Materials Control and Accountability Plan.

4.1.5   Cyber Security

Fermilab has in place an Unclassified Computer Security Program that was developed in accordance with DOE Orders. The documentation of the program is entitled "Computer Protection Plan for Unclassified Computer Systems at Fermi National Accelerator Laboratory." These resources are managed and controlled through administrative processes and physical security barriers to preclude unauthorized use or access. The measures taken to preclude loss are based upon a risk assessment and analysis. The Plan provides for a review of data sensitivity and mission criticality, as well as detailing a post disaster Contingency Plan for critical applications. The Computing Division, under the Information Systems and Cybersecurity Management System, has the primary responsibility for writing, reviewing, and implementing the plan.

4.2   Communication Center

The Fermilab Communication Center is an upgraded multi-purpose Center supplying telephone switchboard services, emergency dispatch services, and other miscellaneous services to the Laboratory.

4.3   Key Office

The Key Office provides a central office for the distribution and collection of access control devices. The Office programs and administers the Site's proximity-based card access system. The Office distributes and documents the issuance of building and office keys.

4.4   Lockshop

The Lockshop cuts keys and combinates lock cores for all building doors. The Locksmith maintains lock core and key cutting records. The Locksmith provides and services lock and door hardware.

4.5   Traffic Safety

The driving and parking of motorized vehicles on the Fermilab campus can pose a serious safety risk to motorists as well as bicyclists and pedestrians. To reduce the risk to motorists, bicyclists and pedestrians, Fermilab has adopted, as a minimum, the applicable portions of the State of Illinois Vehicle Code and the Rules of the Road publication into its Work Smart Standards. These are the same standards that motorists are legally obligated to observe when operating vehicles on public roadways in Illinois. FESHM Chapter 10160: Traffic Safety.

4.6   Aviation Safety

The Aviation Safety Program applies to all organizations that request aviation services or sponsor events that may impact civilian aviation and those who arrange for and/or coordinate landings, overflights and passenger use of aircraft. The program's policy and procedures describe the approval and notification process, purchase order preparation, designated landing sites, helicopter standard operating procedures, and helicopter medevac training and conditions. FESHM Chapter 10170: Fermilab Aviation Safety Policy.

4.7   Fermilab Fire Department

The mission of the Fermilab Fire Department is to protect the lives and property of every employee and visitor of Fermi National Accelerator Laboratory from the adverse effects of fire, medical emergencies, and exposures to dangerous conditions. Prevention is the main driver for the programs and processes executed on a daily, weekly, monthly and bi-annual basis.

The Fire Department responds to a multitude of emergency situations both on and off site, and should a major incident occur at the laboratory outside assistance is received. The department is associated with outside fire departments that belong to the Mutual Aid Box Alerting System (MABAS) and have implemented a prearranged response plan should such an event occur.

 The Fire Department serves as first responders to a variety of situations on-site at the laboratory including responses to high rise and underground situations. The unique building structures and terrain across the laboratory requires programs and processes to be precisely implemented and personnel to be well trained. The Fire Department has implemented the following programs and procedures to support the laboratory:

4.7.1   Daily Prevention Procedures

Daily prevention procedures include stretching and physical fitness routines, shift conference/safety meeting, and inspections of vehicles, emergency equipment, gear, and response tools.

4.7.2   Monthly Prevention Procedures

Monthly prevention procedures include inspections of all fire extinguishers across the laboratory. The inspection determines the need for service, conductivity test, hydro-test, and whether six-year maintenance or annual maintenance is appropriate. Other monthly inspections include visual inspections of the following:

      • Designated Welding Shops
      • Compressed Gas Cylinder Storage Locations
      • Fire Hydrants
      • FD Connection
      • Post Indicator Valves
      • AED

4.7.3   Bi-annual Inspections

Bi-annually building inspections are conducted with the assistance of the Building Managers, and include inspection of Fire Barrier Doors

4.7.4   As-needed Inspections and Programs

Other programs and processes that occur on an as-needed basis include:

      • Tests of sprinkler systems
      • Public Relations Education outreach for the Day-Care and Laboratory employees
      • Participates in DASTOW and building fire drills
      • Issues Welding Permits to contractors and lab welders
      • Harmonizes the documentation of the Haz Mat program for the Fire Department
      • Trains lab employees in Air Packs, Fire Extinguishers, and CPR and BBP classes
      • Responds to all emergency calls

Other areas of testing and maintenance conducted in-house by Fire Department to ensure response readiness for an emergency incident include:

      • Minor vehicle repairs
      • Fire hose testing
      • Fire ladder maintenance
      • Fire engine pump testing
      • Breathing apparatus maintenance and other rescue equipment

4.7.5   Collaboration with D/S/Ps

To support the laboratory the Fire Department works in conjunction with various D/S/Ps on a variety of topics including:

      • Review of preliminary plans for various new or renovated buildings
      • Assist with prairie burns as needed
      • Recommend fire extinguishers for all new buildings
      • Participate in all safety fairs
      • Instruct Fire Extinguisher Refresher Training
      • Instruct SCBA (Self Contained Breathing Apparatus) training
      • Standby/assist for special events with large crowds

4.7.6   Fire Department Personnel Training and Qualifications

Personnel have the knowledge necessary to perform their functions through Illinois State Certifications including but not limited to:

      • Fire Apparatus Drive Competency Course
      • Firefighter – Emergency Medical Technician
      • Firefighter III
      • Fire Officer I
      • Fire Officer II
      • Haz Mat Operations
      • Incident Command
      • Mine Rescue
      • National Incident Management System (NIMS) 100, 200, 300, 400, 700, 800
      • Technical Rescue Awareness

Laboratory specific training includes:

      • Materials – Lead
      • Materials – Beryllium
      • Materials – Cyanide
      • BODA
      • Haz Waste Storage
      • Rad Worker
      • DO/CDF Access
      • Controlled Access
      • Oxygen Deficiency Hazard

4.8   Fermilab Emergency Management

The Comprehensive Emergency Management Program (CEMP) outlines the procedures and conditions under which management and emergency response personnel function during abnormal events. It relies on the execution of local procedures, but the principles and arrangements described in the CEMP are designed to mitigate and recover from abnormal situations.

5.0  Policies, Processes, Procedures, and Manuals

6.0  Approach to Collaboration and Communication

  • MS communicates expectations to the D/S/P and obtains feedback for improvement through FESHCom.
    • FESHCom Fire Protection Subcommittee
    • FESHCom Sitewide Security Subcommittee
    • FESHCom Emergency Management Workgroup

7.0   Contractor Assurance Requirements

7.1     Metrics and Key Performance Indicators (KPIs)

Emergency Management, Physical Security, and Fire Department metrics and/or KPIs specific to Management System are low level measures that may or may not roll up into KPIs .

KPIs are metrics that display whether the MS is successful at reaching its overall MS objectives and high-level targets and how they are performing. For example: PEMP Objectives; which imply the overall MS Health to the departments.

7.2     Assessments

Assurance processes for evaluating implementation and effectiveness of MS processes and expectations are implemented through the adherence to the Performance Assurance Plan (PAP) and Fermilab Asset Risk Evaluation (FARE) assessment from a security perspective and HPRs from an Emergency Management and Fire Protection perspective.

7.3     Approach to Issues Management, Lessons Learned, and Risk Management

Risks/assessments are monitored by:

  • Self-Assessment Program
  • iTrack Procedures and Risk Assignment
  • Corrective Action Plans – in iTrack
  • Effectiveness Reviews – in iTrack

8.0   Required Reports and Records

8.1     Required Records

Records as required by:

  • State and Federal Regulatory agencies
  • Applicable DOE Orders
  • Internal policies and procedures

Other records including:    

    • Biennial DOE Safeguards and Security Survey
    • Security Admin Records
    • Security Personnel Records
    • CommCenter Records
    • Key Office Records
    • Inspection Records (Computer Barcode System – Fire Department)
    • Predictive Solutions database

8.2     Required Reports

    • Incident Reports
    • Aviation Safety Reports
    • Traffic Safety Reports
    • Dashboard
    • End of Month Reports (FD)

9.0   Extension of Management System To SDSTA (SURF)

SDSTA is responsible for response to all emergencies at SURF, including activating and managing the Emergency Operations Center for all significant emergencies, with the SDSD Division Head providing coordination as appropriate.  For emergencies on the surface, response is provided by the City of Lead Fire Department.  For underground emergencies, the SDSTA Emergency Response Team (ERT) will respond.  Fermilab assures the SDSTA emergency preparedness and response and physical security policies and procedures are sufficient and adequately implemented.  

Fermilab’s Policy on Site Access to Fermilab applies to the space leased at SURF for LBNF/DUNE.  Areas at SURF are reviewed by Fermilab as part of the SURF Services subcontract.  In order to enter the Fermilab leased space, one must first meet the entry requirements to gain access to SURF.  

10.0   Additional Referen​ces

  • Comprehensive Emergency Management Plan (CEMP)
  • Property Management Program (PMP)
  • Protective Force Post Orders
  • Security Department Procedure Manual
  • Unclassified Foreign Visits and Assignments Manual
  • The State of Illinois Vehicle Code
  • The Illinois Rules of the Road Publication

11.0    Acron​yms and Terms

AcronymDefinition
DOEDepartment of Energy
CEMPComprehensive Emergency Management Plan
EPHSEmergency Planning Hazard Survey
FESHMFermilab Environment, Safety, and Health Manual
FIRUSFacility Incident Reporting Utility System
ISSMIntegrated Safeguards and Security Management
PMPProperty Management System
SSPSafeguards and Security Plan
UFVAUnclassified Foreign Visits and Assignments