10.2.12 Security Guard and Explosive Detector Dog Services and Programs

Manual Transmittal

October 02, 2017

Purpose

(1) This transmits revised IRM 10.2.12, Security Guard and Explosive Detector Dog Services and Programs.

Material Changes

(1) On October 1, 2014 Agency-Wide Shared Services (AWSS) Physical Security and Emergency Preparedness (PSEP) merged with Real Estate and Facilities Management (REFM) to create Facilities Management and Security Services (FMSS). This IRM has been revised to reflect current organizational titles, scope, definitions and terminology.

(2) As of January 1, 2017, the Internal Revenue Service (IRS) instituted a requirement that the IRM address relevant internal controls. This will inform employees about the importance of and context for internal controls by describing the program objectives and officials charged with program management and oversight. Internal controls are the program’s policies and procedures which ensure:

  1. Mission and program objectives are clearly delineated and key terms defined.

  2. Program goals are established and performance is measured to assess the efficient and effective mission and objective accomplishment.

  3. Program and resources are protected against waste, fraud, abuse, mismanagement and misappropriation.

  4. Program operations are in conformance with applicable laws and regulations.

  5. Financial reporting is complete, current and accurate.

  6. Reliable information is obtained and used for decision making and quality assurance.

(3) Organization and position titles have been updated.

Effect on Other Documents

This IRM supersedes IRM 10.2.12 dated October 21, 2008.

Audience

Servicewide

Effective Date

(10-02-2017)

Richard L. Rodriguez
Director
Facilities Management and Security Services

Program Scope

  1. This IRM provides policy and procedure for establishing and maintaining protective security services in facilities that have armed security guards and Explosive Detection Dog (EDD) services.

  2. One effective means to control access to facilities is using a uniformed armed guard force. The primary responsibility of the guard force is to control access by screening visitors and employees for proper identification, operating security equipment (e.g. security radios, IDS/duress enunciator systems, magnetometers, x-ray scanner machines, Closed-Circuit Television (CCTV) systems, etc.), and acknowledge, assess, and respond to alarm situations and other calls for service. The guard force should be supplemented by a variety of security systems creating a layered, multi-dimensional, and integrated security system, which can potentially reduce the number of guard personnel necessary. However, guard service cannot be entirely eliminated because of the necessity for a guard response and security system guard monitoring capability. Guards also increase detection capability, provide assessment and a response capability, and monitor on-going incidents.

  3. New security systems/technology will be coordinated with FMSS Security Policy, Physical Security Specialists and Engineers for applicability, reliability, state-of-the-art technology, security design coordination, priority programming, and funding projections.

  4. Use of a guard force is only one element of the protection program for our facilities. The Explosive Detection Dog Program (EDDP) enhances the Service’s ability to ensure the security of IRS facilities and personnel through regular, random, and recurring inspections of mail, packages and vehicles entering IRS campuses and other IRS controlled critical facilities.

  5. Purpose: The purpose of this IRM is to identify the policies and procedures required to effectively manage protective security services as countermeasures in a multi-layered physical security protection posture to deter, detect, and mitigate attempts at unauthorized access to IRS controlled space, Information Technology (IT) systems and information.

  6. Audience: FMSS Security Policy, Physical Security Specialists.

  7. Policy Owner: Director, FMSS.

  8. Program Owner: FMSS Associate Director (AD), Security Policy.

  9. Primary Stakeholders: Business Unit (BU) executives, Senior Managers and Chief Counsel (CC)

Background

  1. The Department of Homeland Security (DHS) Federal Protective Service (FPS) is responsible for providing protective security services to federal agencies.

  2. In IRS facilities where FPS has delegated protective security services to the IRS, IRS contracts for guards and EDD teams through the IRS Office of Procurement.

Authority

  1. 41 Code of Federal Regulations (CFR) Public Contracts and Property Management; Chapter 102 - Federal Management Regulation; Part 102-74 Facility Management; Subpart C - Conduct on Federal Property

  2. Interagency Security Committee (ISC) Risk Management Process and appendix A, B, and C

  3. ISC items prohibited from Federal facilities

  4. Physical Security Criteria for Federal Facilities: An Interagency Security Committee Standard

  5. P.L. 107-296 Homeland Security Act of 2002

  6. Treasury Security Manual TD P 85-01

  7. United States Code (USC), Title 18 - Crimes and Criminal Procedure; Part I - Crimes

Responsibilities

  1. The Director, FMSS, is authorized to prescribe the Physical Security Program for use within the IRS and is responsible for oversight of this IRS program, planning, developing, implementing, evaluating, and controlling this IRS program.

  2. The AD, Security Policy, is responsible for developing goals, objectives, and measures for assessing and improving guard and EDD program performance.

  3. FMSS Territory Managers (TM) are responsible for implementing the guard and EDDP within their designated geographic locations.

  4. FMSS Security Section Chiefs (SSC) are responsible for coordinating guard and EDD services with contracted service providers for IRS facilities within their designated geographic locations.

Program Objectives and Review

  1. Program Goals:

    1. To establish appropriate countermeasures to protect IRS facilities, personnel and assets.

    2. To comply with DHS ISC standards and IRS requirements.

  2. Program Reports: Annual Self-Assessment (SA)

  3. Program Effectiveness: The measures of program effectiveness are:

    1. Assessment of compliance with DHS ISC standards and IRS requirements.

    2. Evaluation of the service provider’s level of contract performance.

    3. Evaluation of guard responsiveness to unannounced alarm tests.

  4. Annual Review: FMSS Security Policy will review the policies included in this manual annually to confirm that they are compliant with federal laws and regulations, Treasury policies, ISC best practices and promote the security of IRS facilities.

Terms/Definitions/Acronyms

  1. Alarm - An audible or visual signal that functions as an alerting mechanism.

  2. Armed Security Guard - A member of a facility security force and an element of a security post who is issued a firearm and has the training, equipment, and appropriate certifications to perform security functions. Guards control access by screening visitors and employees for proper identification, operating security equipment (e.g. security radios, Intrusion Detection Systems (IDS)/duress enunciator systems, magnetometers, x-ray scanner machines, video surveillance monitoring systems), and acknowledging, assessing, and responding to alarm situations and other requests for service.

  3. Explosive - Any chemical compound mixture, or device, the primary or common purpose of which is to function by explosion; the term includes, but is not limited to, dynamite and other high explosives, black powder, pellet powder, initiating explosives, detonators, safety fuses, squibs, detonating cord, igniter cord, and igniters.

  4. Explosive Detection Dog (EDD) - An EDD partnered with a human handler to form a team. The EDDP enhances the ability of the IRS to ensure the security of IRS facilities and personnel through regular, random, and recurring inspections of mail, packages and vehicles entering IRS campuses and other IRS controlled critical facilities.

  5. Explosive Odor - The odor associated with any chemical compound or compounds that make up explosive material.

  6. Handler - Person trained to work with a canine.

  7. Incident - Any event affecting the safety, security, or protection of property, a facility, or occupant that requires a response, investigation, or other follow up.

  8. Occupant - Any person permanently or regularly assigned to the IRS facility who displays the required identification badge/pass for access.

  9. Security Control Center (SCC) - A secured area where IDS, Video Surveillance/CCTV, and security communications systems are monitored.

  10. Security Post - An established/designated guard work assignment within an IRS facility.

  11. Acronyms

    Acronym Definition
    AD Associate Director
    ASO Armed Security Officers
    ATF Alcohol Tobacco Firearms & Explosives
    ATR Agency Technical Representative
    AWSS Agency-Wide Shared Services
    BU Business Unit
    CC Chief Counsel
    CCTV Closed-Circuit Television
    CFR Code of Federal Regulations
    CI Criminal Investigation
    COR Contracting Officer Representative
    CSCC Central Security Control Console
    DHS Department of Homeland Security
    EDD Explosive Detection Dog
    EDDP Explosive Detection Dog Program
    EDDT Explosive Detection Dog Team
    ETA Explosive Training Aids
    FCC Federal Communications Commission
    FEBR Forced Entry Bullet Resistance
    FMSS Facilities Management and Security Services
    FPS Federal Protective Service
    GSA General Services Administration
    IDS Intrusion Detection Systems
    IRPO Internal Revenue Police Officers
    IT Information Technology
    ISC Interagency Security Committee
    MSDS Material Safety Data Sheets
    NESTT Non-Hazardous Explosives for Security Training and Testing
    NLT No-Later-Than
    OT Operational Testing
    POAM Plan of Action and Milestones
    PWS Performance Work Statement
    SA Self-Assessment
    SAMC Situational Awareness Management Center
    SCC Security Control Center
    SSC Security Section Chief
    TIGTA Treasury Inspector General of Tax Administration
    TM Territory Manager(s)
    UPS Uninterruptible Power Supply
    USC United States Code

     

Related Resources

  1. ISC Best Practices for Armed Security Officers (ASO) in Federal Facilities

  2. IRS-FMSS Physical Security Design Manual

  3. Bureau of Alcohol Tobacco Firearms & Explosives (ATF) Explosive Law and Regulations

  4. Organized Crime Control Act of 1970, Title XI

  5. Title 18, USC, Sec. 1102, Chapter 40. Importation, Manufacture, Distribution and Storage of Explosive Materials

  6. Title 27, Code of Federal Regulations, Part 555 - Commerce in Explosives

Annual Self Assessment

  1. The SA is designed to measure operational programs effectiveness, strengths and weaknesses, and outline corrective actions with "Timely Get Well" dates. The Treasury Department requires all of its agencies to use the Plan of Action and Milestones (POA&M). The SA report will be forwarded to the TM within 30 working days of completion of the SA and to the program manager within 60 working days of completing the SA. All identified deficiencies will be corrected as soon as possible, but No-Later-Than (NLT) 180 days after identifying the deficiency, unless the AD, Security Policy grants an extension based on valid justification through the TM.

  2. The program manager will compile all SA Reports and disseminate a Cross-Feed Report (report shared across various groups or facilities with a common mission and interest) identifying all Deficiencies and Best Practices. Upon receipt of this report, each TM and SSC will then ensure the Cross-Feed Reports are disseminated to their respective security staff who will review the report for similar discrepancies within their territory and respond accordingly (negative responses are required). They will identify similar discrepancies at their site(s), and develop a timely POA&M to resolve like Findings/Deficiencies at their site(s), and report their review and status back to their AD within 30 working days of receipt and to the program manager within 60 working days of receipt.

  3. The TM and SSC will ensure an SA binder or file is established, which will contain all SA Reports generated by their site(s) for the past three years, Periodic Cross-Feed Reports, and Corrective Action Plans. If an electronic file is the method used a security share drive is necessary to ensure access at any time. The Annual SA Report will follow the POA&M format, but must also reflect the following:

    1. The location and date of the SA Report

    2. The name of the person conducting the SA

    3. Program areas reviewed in the SA

    4. Identify and document any program deficiencies (findings) in the SA and assign it an identifier

      Example:

      Brookhaven may identify it as B-SA-2007-xxx

    5. Develop a Corrective Action Plan, identifying each "Deficiency" and list a prompt and timely Get Well Date, and what corrective action is being taken

    6. Identify the person responsible for each corrective action

Security Guard Service

  1. Each office requiring security guard service will be responsible for preparing a site-specific performance work statement (PWS), using the program manager provided Boiler Plate PWS and include their local information for the required security guard and EDD services through an IRS contract (if your specific site has delegation authority). If your facility is non-delegated and you have a General Services Administration (GSA)-administered contract, you must follow the DHS FPS contract and PWS. In the preparation of the PWS, the Service will not deviate from the program manager provided boilerplate PWS, or the DHS FPS SOW, as appropriate.

  2. Any local physical security requests for deviations from IRS or DHS FPS policy specifications, or program manager issued Guard or EDD PWS must be sent through the SSC and TM. If approved by the TM, the request will be sent to the program manager for review and consideration, concurrence or non-concurrence, prior to going forward with a final solicitation.

Guard Manning Standards

  1. Campus guard post/patrol standards are listed below. Non-Campus Standards are derived from DHS and GSA ISC Standards, and also based on a Physical Security Risk Assessment recommendation dependent upon the threat (criminal or terrorist). A minimum of one armed security guard will be assigned to each of the following fixed posts/patrols/positions on a 24-hour/seven (24/7) day per week basis at each of the campus and computing center locations:

    1. Perimeter Fence Gate: Entry Controller -- Fixed Post

    2. Building Entrance: Entry Controller -- Fixed Post

    3. Central Security Control Console (CSCC): Console Security Controller/Alarm Monitor -- Fixed Post

    4. Internal Patrol (Rover): Designated Foot Patrol -- Area Patrol

    5. External Patrol (Rover): Designated Foot or Vehicle Patrol -- Area Patrol

    6. Shift Supervisor (will not work a post while simultaneously working as the supervisor) -- Must remain flexible and have the ability to roam the entire complex and respond immediately, as necessary.

Exceptions to Guard Manning Standards

  1. With proper justification, other permanent posts or guard hours, above maximum standards, may be authorized on a case-by-case basis, based on documented and justified mission requirements, and as approved by the TM and the program manager, within budget constraints. However, temporary, short-term, and above-standard contingency posts may be authorized above or at the SSC level, provided funding is available and the need is justified. For planning purposes, an annual 24-hour guard post consists of 8,760 staff hours. A guard works 1,752 productive hours annually. This level of staffing provides coverage for three guard shifts on a 24/7 basis. The guard contractor has to effectively manage their staffing resources to meet the contract staffing requirements. There are; however, contract limitations on the number of consecutive hours a contract guard or EDDT may work without time-off or Contracting Officer Representative (COR) approval.

Central Security Control Console (CSCC)

  1. CSCC is a critical component of overall day-to-day security operations. Therefore, the CSCC has been designated and will be treated as a "Controlled Area" in-accordance-with IRS definitions, with restricted entry/access.

  2. The CSCC must be properly secured, hardened, and utilize positive entry control procedures to prevent entry by unauthorized personnel.

Central Security Control Console Construction

  1. All existing CSCC will have the following physical security features unless the AD, Security Policy approves an extension/exception. The program manager will provide funding for the following construction or modification requirements:

    1. Slab-to-slab construction

    2. No transparent glass or windows on the outer walls, unless it has been reinforced by backfilling it with a non-transparent wall that meets the slab-to-slab requirements, or if it is bullet resistant glass (expensive option and not recommended)

    3. Standard commercial grade metal or solid wood entry/exit door with no glass (may have an observation peep hole)

  2. All new construction or relocations of each CSCC must meet the above standards and be located in an inner portion of the building, away from the building perimeter, to help mitigate potential blast damage, increase survivability, and maintain continuity of mission security requirements. However, new construction or major modifications will require solid reinforced concrete or filled Masonry Block walls floor to ceiling (ceiling slab to floor slab) to prevent Forced Entry Bullet Resistance (FEBR) protection for the CSCC.

Central Security Control Console Security

  1. Only one Primary Entry Door, which will always be closed and secured (locked), unless during entry/exit. Additional doors into the CSCC are discouraged; however, if additional doors exist, they must be locked and used for emergencies only or by security staff and contract guard personnel only for entry or exit from a secured office or area not accessible to the general public. Primary and alternate doors may have an observation peep hole. All doors will have a lock (electric lock preferred, but not mandatory) controlled by the CSCC Operator(s) and/or a proxy card, combination, or key lock for entry.

  2. Only a limited number of personnel authorized by the SSC and/or territory COR in writing, will be authorized unescorted unlimited key/card/combination and entry access into the CSCC. All other personnel and visitors must be escorted and their entry must be pre-approved and logged in and out on a Visitor Log. However, emergency responders, such as police, fire, ambulance, rescue, hazmat, etc., will be allowed unimpeded access if a known emergency is occurring. However, their actions will be monitored by guards or FMSS physical security specialists in the immediate area.

  3. The inside of the CSCC will have a CCTV camera mounted so the CSCC guards/console can be observed through the CCTV monitor at the 24/7 post where the CSCC duress alarm enunciates. An optional additional CCTV monitor may be positioned in the responsible FMSS physical security office to observe the CSCC and other CCTV covered areas as well.

  4. The outside corridor of the CSCC will have a CCTV Camera mounted to monitor the immediate area outside of the CSCC door(s) and facilitate visual assessment of the area before opening the door to potential danger or unauthorized persons.

  5. A direct phone line or intercom will be installed immediately outside the CSCC primary door for visiting personnel to use to communicate with the CSCC prior to entry into the CSCC, to verify their identity, and to determine their current security status prior to unlocking the CSCC door.

  6. The CSCC will be staffed by a minimum of one fully qualified armed guard (unless approved for two-guards) assigned under the guard contract – not the on-duty contract guard supervisor/program manager. (Implement when contract is renewed or modified, but not later than the start of the next option year).

  7. Weapons and ammunition will not be stored in the CSCC, as this creates a high guard pedestrian traffic into the CSCC during each shift change creating noise and disruption to the security operation.

  8. The CSCC will have an electronic duress button inside and report (annunciate) to another 24/7 fixed post (perimeter gate or building entry control point), preferably the fixed post with the interior CSCC CCTV monitoring capability.

  9. To ensure continuous seamless security operations during power outages, all Alarms/IDS, CCTV/Monitors/Recorders/multiplexers, and the Radio Base Station/Repeater will be linked to an Uninterruptible Power Supply (UPS) capable of providing power for up to four hours minimum, and/or connectivity to the building emergency back-up generator, if one is available, in existing facilities. New facilities and major reconstruction of the CSCC must have both emergency generator and UPS connectivity. The UPS system will be in a secured area and tested quarterly. The emergency back-up generator should be isolated and fenced or contained to prevent tampering and so the general facility population does not have access to it. If the emergency generator is located on the ground level in an external common area, it will be monitored by CCTV. Also, the emergency generator should be tested no less than once a quarter to ensure operability coordinate with facility management.

  10. All security guards including those at campus locations are to immediately report any lighting outages to their local points of contact with overall responsibility for security and building management operations. A request for work repair of deficient areas identified must be initiated by phone, e-mail, or in person as outlined by local procedures. By the end of the shift, the guard's supervisor must submit any findings of deficiencies to the responsible FMSS physical security office/territory COR by using established forms approved under the contract and tracked in the officer's log book until the issue is resolved.

Firearms Certification, Safety, Storage, Accountability, and Maintenance

  1. Due to the dangerous nature of firearms and the high potential for accidental injury, damage, theft, etc., the firearms policy guidance is provided in the following subsections:

    1. Firearms Certification and Licence

    2. Firearms Safety

    3. Firearms Storage and Security

    4. Firearms Accountability

    5. Firearms Maintenance

Firearms Certification and License

  1. Armed security guards will be trained in-accordance-with contract and state requirements and certified in the use of each type of firearm issued and carried on-duty.

  2. While on-duty, security guards must have any required weapons permit and license in their possession.

Firearms Safety

  1. Firearms must be carried with the safety on and in the appropriate locally approved holster.

  2. Firearms will only be drawn as a last resort for the protection and defense of life or to prevent eminent serious bodily injury.

  3. Firearms are never to be left unattended, even momentarily, unless properly secured in the on-site firearms storage container/safe/vault, etc.

  4. Loading and unloading of firearms within IRS facilities will only take place in designated areas using a clearing barrel. The loading and unloading area must have issue and turn-in safety procedures clearly posted in plain view and immediately adjacent to the clearing barrel.

  5. All loading and unloading of firearms will be supervised by the on-duty guard supervisor or their responsible designee who must be qualified on the type of weapon being cleared.

  6. Exchanging firearms at shift change must be accomplished discretely, safely, and in accordance with local procedures.

  7. As a minimum, verbal or written Firearms Safety Briefings will be provided to all guards on a weekly basis and documented in the guard shift daily log/event blotter.

Firearms Storage and Security

  1. Firearms and ammunition will be stored in a vault, safe, lockable metal storage cabinet with a minimum one-eighth-inch-thick steel bar and heavy duty lock. However, firearms and ammunition must be stored separately in separate storage containers or in separate lockable compartments of the same storage container.

  2. When not issued to a security guard or Internal Revenue Police Office (IRPO), firearms and ammunition will be stored as follows:

    1. One to four firearms will be secured in a lockable security container.

    2. Five or more firearms will be secured in an approved safe or vault.

  3. If the weapons/ammunition security container, safe, or vault is less than 750 pounds empty, it must be bolted from the inside to the floor and/or solid portion of the wall (stud/column/etc.) to prevent portability.

  4. If firearms and ammunition are maintained in an unattended room, the room will have activated intrusion detection capability, CCTV coverage. The room will be locked when unattended and shall enunciate at a 24/7 manned facility, as a minimum. For facilities with new construction or major renovation that includes the weapons/ammunition room, a separate room is required. The room should be close to or adjacent to the guard’s locker room.

  5. A limited number of contract guard personnel and the territory COR or Agency Technical Representative (ATR), on a need to know basis, will have access to the key/combination and the firearms/ammunition storage container. Authorized personnel will be designated in writing and posted in plain view on the container or immediately adjacent to it and updated annually (every 12 months), or as personnel authorized access changes.

  6. Combinations of firearms/ammunition storage containers will be changed annually as a minimum, and within three days when a person with knowledge of it no longer has a need to know it, or if the person has departed, retired, is reassigned, terminated, etc., or if the combination is compromised.

Firearms Accountability

  1. Each security shift will maintain a list of all on-site weapons by serial number and conduct an inventory of all firearms and ammunition each shift to account for their status (issued, in the storage container/weapons vault, in maintenance, etc.) and document the inventory at the beginning of their respective shift. Any unaccounted for weapons/ammunition will be immediately reported to the territory COR and investigated.

  2. Firearms ammunition must be a factory load (no reloads) and will be inspected monthly, documented reflecting who inspected it and when, and provided to the territory COR by the 5th day of the following month. All ammunition will be replaced annually, recording the make, type, caliber, and lot number(s) of the old and new ammunition. The documentation must reflect the date and the name of the person inspecting/replacing the ammunition. A locally formatted document will be developed for this process, completed monthly and provided to the territory COR.

Firearms Maintenance

  1. All firearms will be cleaned in designated locations only, function tested (dry fire and safety function test) and inspected at least once a month (if fired on the range, the weapon must be cleaned prior to being utilized on-site or stored in the on-site weapons security container) by the contractor, who will document this procedure.

  2. Malfunctioning firearms will be placed out of service and tagged if awaiting repairs or maintenance.

Communications

  1. Radio & Telephone Communications: Security communications and the Central Security Control Console (CSCC) are critical elements and essential assets in the security operation. The guard force is responsible for controlling and monitoring all security radio net communications and calls for service to the CSCC.

    1. The Federal Communications Commission (FCC) authorized primary and secondary (if available) security radio channels will be established, for day-to-day security operations.

    2. All Campuses and computing centers will have as a minimum:
      i. A base radio station inside the CSCC authorized through the FCC to receive radio frequencies, with a hands-free microphone.
      ii. Base station antenna compatible with the system base station radio in the CSCC.
      iii. Repeater, in a secured location, compatible with the base station radio frequencies in the CSCC.
      iv. CSCC landline telephones lines/phone instruments.
      v. An optional back-up type of communications such as a Nextel or similar system for the CSCC.
      vi. All posts, patrols, and rovers will be equipped with a portable two-way radio. An alternate means of communications such as a Nextel system is highly desirable for non-fixed guard posts. Fixed guard posts will have a back-up landline telephone and a fixed (permanently installed) or portable duress alarm capability.

    3. The CSCC guard and supervisors are responsible for efficient and professional radio and telephone communications, ensuring proper language and etiquette are always displayed during normal and emergency operations. All radio and telephone transmissions must be short, concise, and professional using "Clear Speech" . Profane or obscene language must never be used or condoned.

    4. Locally devised "Call Signs" may be developed and used during radio transmissions to facilitate effective short and concise communications. The guard force may develop and utilize a locally established and approved Phonetic Alphabet; Pro- words; Duress and Authentication Words designed to facilitate transmissions, and keep communications short. If used, Duress and Authentication Words must be known by all guards and the territory COR and kept confidential. They will also be changed and documented when compromised and at least every six months, as a minimum. If Duress words are used, a separate Duress Word will be used for security exercises.

    5. Examples of the Phonetic Alphabet, Pro-words, and Duress & Authentication Words follow:

      Example:

      Phonetic Alphabet: Pre-established words designed to easily pronounce words or letters that sound alike, such as Alpha, Bravo, Charlie, Delta, etc. For example, the name Phil would be phonetically pronounced as such, "I spell Phil, Papa-Hotel-India-Lima" . The first letter of each word in the preceding Phonetic Words spells the intended word or name.

      Example:

      Pro-words: Pre-established phrases/words designed to shorten transmissions, such as: Roger (meaning I acknowledge), or Estimated Time of Arrival (ETA), etc.

      Example:

      Duress and Authentication Words: Duress Words are a simple locally devised means of communicating duress situation and are designed to relay a covert or masked communication(s) in a manner that is not recognizable by an untrained person. When the duress word or phrase is communicated, it alerts other security guards hearing the communications that a duress situation is in progress. Authentication Words are simple locally devised words used to verify a communication or status.

  2. Alternate Forms of Communication: An alternative optional form of communication that may be used is the security whistle, using a limited pre-established combination of long/short blasts on the whistle (recommend no more than three pre- established signals for simplicity) to communicate a predetermined message to other guards.

  3. Security Status and Communications Checks: Each security guard shift will conduct Security Status and Communications Checks with each guard and the guard supervisor no less than once each hour and every 30-minutes during severe inclement weather, periods of heightened security, and emergency situations, where a guard(s) safety could be in jeopardy.

    1. While the guard is out "On Call" attending to a situation, the CSCC will conduct a security status check every ten minutes, if the guard is not heard within the last 10 minutes, to ensure his/her status is secure. If the guard is not heard from or responds "Not Secure" (using a pre-established code), the CSCC must discretely dispatch a response on another frequency or using a phone line, so the subject with the guard is not alerted to the response of other guards to the scene.

    2. Hourly and 30-minute Security and Communications Status Checks will be documented in the guard shift blotter, event log, etc. These checks are essential to ensure the well-being of guards who may be under duress, injured/sick, unconscious, etc.

Post Checks

  1. Post Checks are designed to ensure guards:

    1. are alert, fit for duty, properly performing their duties, and are knowledgeable of their post, post related equipment, written post orders/special orders, or verbal orders.

    2. have the proper equipment with them on post and it is properly maintained and functioning.

    3. are wearing a clean and presentable uniform in accordance with local policy and with all required accouterments, and present an overall professional well-groomed appearance.

    4. are informed of any new information, policy, post requirements, threats, concerns, etc.

    5. have in their possession, all required licenses/permits/certificates, such as weapons certification, guard certifications, etc.

  2. Post Checks will be performed by the on-duty guard supervisor at least twice a shift in the first couple of hours of the shift, then again later in the second-half of the shift.

  3. The territory COR or representative, as determined and designated by the TM, will also conduct post checks on a regular and recurring basis in accordance with local procedures. Post checks will be balanced and conducted on all shifts equally.

  4. Post Checks conducted by contractor supervisors/managers and territory COR must be documented in the shift guard blotter/event log and will be maintained for 180-days, at a minimum.

  5. Security guard post orders require daily perimeter checks during all shifts as applicable by contract. Post orders where perimeter checks include night patrols, the guard must conduct an after dark assessment of the physical security posture at the facility. Guards who conduct perimeter checks must immediately report any deficient areas identified to their Supervisor. The guard Supervisor will prepare a report to be submitted to the responsible FMSS physical security office/territory COR by the end of the shift.

Explosive Detection Dog Program (EDDP)

  1. General Guidelines: This IRM provides direction, responsibilities, policies, and procedures for the effective safe implementation and utilization of contract EDDT. This IRM also provides valuable detailed guidance for the proper administration of the EDDP at all IRS facilities with assigned EDDT.

Primary Mission of the Explosive Detection Dog Program

  1. The primary mission of the EDDP is to provide explosive detection services at Campuses, Computing Centers, New Carrollton Federal Building and Main IR by inspecting unsolicited high risk mail and packages arriving at facilities. The secondary mission for the EDDT is to inspect all other mail, as well as conducting other routine inspections, as time and availability permits. The secondary inspections can be accomplished between mail deliveries at vehicle entry points, in parking lots, trash bins, bushes, and/or interior/exterior common areas (excluding the kitchen and cafeteria, individual offices/cubes, etc., unless there is a bomb threat, or if these services are requested by Criminal Investigation (CI) or the Treasury Inspector General of Tax Administration (TIGTA). Local policy and procedures will dictate the scope, location(s), and specific post orders for secondary inspections.

Explosive Detection Dog (Canine) Requirements

  1. Any breed of canine is acceptable. An EDD will not remain in the IRS once they are deemed unfit for duty by a veterinarian. Annually, a licensed veterinarian must provide a letter stating the named canine is physically fit to work in the IRS environment for up to 10-hours per day and can jump up on and off boxes/platforms at least three feet high, can routinely stand on its hind legs while sniffing high areas/boxes/packages/etc., to ensure hip-dysphasia or other hip issues existing in the canine are not physically limiting. These requirements are necessary to ensure a canine is fit for duty and not experiencing pain or discomfort in the work environment. Therefore, effective and advanced planning for replacement of potentially unfit canines is essential.

  2. Each EDD must be certified through their contractor as a certified EDDT. An Operational Testing (OT) of each EDDT will also be conducted by the IRS prior to the EDDT working IRS contracts. All EDDT must also recertify every 12-months thereafter through their contractor and quarterly by an OT conducted by the territory COR, for IRS contracts only.

EDDP Safety

  1. Some canines are overly protective or skittish and may bite out of fear or after being startled. Personnel at IRS facilities will be warned not to approach or touch the EDD unless the handler is present and authorizes it to adequately socialize the dog with people. An EDD will not be left unattended when outside of the immediate proximity and control of the handler unless properly secured in a kennel, cage, or vehicle, and without the potential for escape.

  2. All kennels, cages, rooms, or vehicles used to contain an EDD will have a prominently displayed sign(s) in large bright letters and visible from any approaching angle. The sign(s) will indicate the presence of the dog and will have the caption "Caution or Warning" or other appropriate wording agreed upon by the IRS, facility CO, and Contractor. The signage should also display the words "Authorized Personnel Only" . This is a precautionary measure intended to minimize the potential risk of a dog bite mishap.

Operational Testing of Explosive Detection Dog Teams

  1. The OT criteria are established by the program manager. The test will consist of a minimum of five separate explosive odors (actual explosives or Non-Hazardous Explosives for Security Training and Testing (NESTT) and a distracter. The OT explosive test aids will be blind plants (location unknown by the handler and canine) and allowed to "set in-place" for a minimum of 30-minutes prior to initiation of the blind test. (See Exhibit 10.2.12-1, page 2 (IRS Odor Recognition Proficiency Standard For Explosive Detection Canines) page 2, Test Methods, Procedures).

  2. All K-9 Contracts PWS must be modified to reflect the following statements:

    1. "The IRS reserves the right to test any of its contracted explosive detector dog teams at any time using either Actual Explosives or Non-Hazardous Explosives for Security Training and Testing (NESTT) test aids. Therefore, contractors are encouraged to train their explosive detector dog teams (EDDTs) on NESTT products as well to ensure they are prepared for a NESTT Test."

    2. "If the EDDT fails the second test, the team is disqualified from working on any IRS K-9 contract until the contractor certifies in writing that the EDDT received remedial proficiency explosive detector dog training and was recertified. The IRS will then conduct another Operational Test as indicated above to ensure explosive recognition proficiency in an operational environment. If the EDDT passes the test it may resume working an IRS K-9 contract."

  3. All local OT failures will be immediately reported to the SSC, TM, and program manager. The OT report must reflect who conducted the test, a Pass or Fail, the names of the EDD handler and canine, date and time, location of OT test, and will be kept on file locally for the duration of the contract, plus two additional years. If video camera equipment is available, it is recommended the OT be recorded. The OT Test Report/Results will be recorded on Exhibit 10.2.12-4, Explosive Detector Dog Operational Test Report.

Explosive Training Aids (ETA) - Actual or NESST

  1. Will be handled with separate disposable gloves so they do not cross-contaminate with each other and mix scents.

  2. Will be placed at varying heights (from ground level up to no more than five feet high) and varying depths (no more than 12 inches deep), and placed at least 10 feet or more apart. The height and depth of each plant must be recorded in the OT report.

  3. Must set in-place for a minimum of 30-minutes after planting before the OT search begins, as this allows the scent of the explosive material to spread and saturate the immediate area.

  4. Actual explosive or NESST training aid utilized by the contractor are their responsibility to purchase, order, maintain, and discard. The program manager will provide NESST Training aids to its territories for Operational Testing only, which must be strictly maintained and secured by territory FMSS security staff. The FMSS NESST aids will never be given or provided to the contractor for their routine use.

Training and Utilization Requirements

  1. All EDDT Training and Utilization will be documented on separate monthly reports (see Exhibits 10.2.12–2 and 3). A separate monthly report is required for each EDDT, which reflects the type of training (e.g., vehicle search, building search, area search, carts/pallets, etc.) accomplished. The reports have a separate column for each day of the month.

  2. The reverse side of the Monthly Training & Utilization Reports will reflect any corrective actions, false alerts, progress or lack of progress, actual finds, remarks (vacation/sick/extenuating circumstances), etc. The reports will be completed and provided to the territory COR not later than five-days after the end of the previous reporting month.

  3. A minimum of four-hours training will be conducted for each EDDT each work week and documented on the Monthly Training Report. The training must be balanced and include all of the odors required in Exhibit 2.10.12-1 (IRS Odor Recognition Proficiency Standard for Explosive Detection Canines). It is recommended that at least 50% of the training is with blind plants (training aids hidden without the handler or K-9 knowing where the training aid is or what type of aid is being used). Handlers should minimize planting their own training aids as the handlers’ odor will transfer to the aid and the canine may start to alert on the handler’s odor, and the handler will know where the aid is located. An exception to this is, if an EDD is having trouble detecting a specific type of explosive odor the handler may have to know where the aid is hidden to better acquaint the EDD with odor and to read the EDD alert. This methodology may be used until the team can successfully detect the odor in a blind test; however, this must be documented in the Monthly Training Report.

  4. All actual or NESTT training aids must be replaced on a regular basis. Actual explosive training aids must be replaced with new training aids no less than once every two-years. Outdated old contractor owned explosive training aids will be removed from the contract site by the contractor and disposed of. Each NESTT explosive training aid will be replaced within six-months of opening the sealed aid. The date of the initial receipt and opening of the aids outer wrapper must be documented as well as each use of each training aid. Immediately after using a NESTT aid it must be properly and completely resealed to retain its properties and odor. Each aid must have an identifying mark on it (letter or number) to distinguish it from others. The mark will be recorded in a document as a reference.

  5. Each contractor will be required to provide invoices/receipts indicative of the types, quantity, and dates of the purchase of the actual or NESST training aids. An inventory will be maintained reflecting the type and quantity of actual and/or NESTT aids on hand and the date of receipt and or destruction/deactivation of old aids.

Storage of Explosive Training Aids (ETA)

  1. If the actual ETA is used, all of them will be stored in separate individual containers in a manner to prevent cross-contamination with other explosive odors. Therefore, they all must have their own separate and sealed container (jar/zip-lock bags/ etc.), unless they are the same type and odor.

  2. Each ETA must be signed out and in from the storage container, properly accounted for and properly sealed in a separate container after each use. Actual explosive training aids will never be left unattended when out of the storage container. The person utilizing the actual training aids, or another assistant, must remain in the general area of the actual aids to prevent tampering or theft while the aids are out of storage.

  3. If the actual ETA is used, they will be stored in accordance with state standards and in an approved explosive storage magazine/vault, provided by the contractor, and will have required signs, as necessary, affixed to them.

  4. If the actual ETA is stored outside the facility in an exterior vault they must be stored in an explosive magazine that is bolted down or heavy enough to prevent someone from lifting it – a minimum of 750 pounds. The external magazine containing actual explosives must have good illumination in the area around it and observed by a CCTV camera and recorded. The security container will be checked each shift by the guard force and recorded to ensure it is properly locked and secured. These security checks will be recorded in the daily security shift log or on a locally devised form.

  5. If the training aid storage container is found to be unsecured, an inventory will be conducted by the contractor and the FMSS Territory security staff. If actual explosives are missing, an investigation will be conducted and reported to CI/TIGTA, if the explosives are not accounted for within four-hours. Additionally, the TM and program manager will also be notified if the explosive(s) are not found within 4-hours. A report of the known facts will be immediately provided to the TM and the program manager, and an incident report will be submitted through the Situational Awareness Management Center (SAMC).

Inventory of Explosive Training Aids

  1. The territory COR and contractor will jointly conduct inventory of all actual explosive training aids stored on IRS controlled property once a quarter and document the results. If shortages are identified, it will be immediately reported locally, an investigation will be conducted, and an incident report will be completed immediately and forwarded to the TM and the program manager, and reported to SAMC.

Material Safety Data Sheets (MSDS)

  1. An MSDS will be maintained on all actual and NESTT explosive training aids as long as they are in our inventory.

Transporting Explosives on IRS Property

  1. When contractors are transporting actual explosive training aids on IRS property, the transport vehicle must meet state requirements concerning the quantity, type of vehicle, transport container the explosives are contained in, as well as fire extinguisher, and signage requirements.

  2. Drivers of vehicles transporting explosives on IRS property must ensure all state safety and licensing requirements are met.

IRS Odor Recognition Proficiency Standard for Explosive Detection Canines

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Monthly Explosive Detector Dog Training Report

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Monthly Explosive Detector Dog Utilization Report

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Explosive Detector Dog Operational Test Report

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